Preparing for the public defence
Instructions for planning and arranging public defences (for doctoral student and custos)
Proceedings of the public defence day
Both the public defence and the post-doctoral party are academic events which follow a predetermined protocol.
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During the public examination of the doctoral thesis, or the defence, the doctoral student defends the results of their doctoral thesis against public criticism and answers questions presented by the opponent, who has been appointed to evaluate the thesis. The course of the public defence is supervised by a custos, who usually is the supervising professor of the doctoral student.
The post-doctoral party, or "karonkka" marks the end of the doctoral thesis process and is arranged by the doctoral student to thank the opponent, the custos and others who contributed to the work. Post-doctoral party follows the Finnish academic traditions.
Practical instructions
For information on the practical arrangements, please see the common instructions for public defence at Aalto University (link below).
Protocol of the defence
Customarily the defence begins at 12 noon sharp. The audience must enter the hall by 12 noon, but the thesis defender, opponent and custos enter at 12:15 sharp.
The defence usually lasts 2鈥3 hours, but no more than 4 hours. The custos announces if a break will be taken.
The thesis defender and the custos may discuss in advance the examination's degree of formality. The participants do not have to resort to pre-formulated modes of expression. Some of the expressions traditionally used at public examinations are, however, mentioned below.
Arrival
The protagonists at the defence shall arrive in the following order: first the thesis defender, then the custos, and last the opponent(s). The audience shall rise to acknowledge their arrival.
The custos and the opponent(s), if they have doctors' degrees, shall carry their doctoral hats as they enter and leave the lecture hall. During the defence, their hats stand on the table in front of them, with the lyre emblem towards the audience.
Opening of the examination
When everyone has taken their place, the custos shall welcome everyone, introduce the thesis defender and the opponent(s) and declare the proceedings open:
鈥滱t this defence, the doctoral thesis of NN, Master of Science in Technology, will be presented for examination for the degree of Doctor of Science.
Professor NN of the university of X will act as the official opponent. As the official Custos appointed by the Aalto University School of Y, I declare this defence open鈥.
The audience will then take their seats.
Lectio praecursoria
The doctoral student shall stand to deliver the lectio praecursoria, which shall last a maximum of twenty minutes. The opening phrase is 鈥滺onoured Custos, honoured opponents, esteemed audience鈥.
The doctoral student may give the opponent(s) a list of mistakes noticed in the manuscript and may also distribute copies to the audience.
After the lectio praecursoria the doctoral student, still standing, shall say in the language of the defence: 鈥滻 ask you, honoured professor(s)/doctor(s) NN (and NN) appointed as opponent(s) by Aalto University School of Y to present the observations that you consider appropriate for this doctoral thesis鈥.
Opponent's opening statement
The opponent (or one of the opponents) stands and makes a short opening statement in which they deal with the position and significance in science of the subject of the doctoral thesis and other questions of a general nature. After this statement, the opponent and the doctoral student sit down.
Examination
At the beginning of the examination proper, the opponent(s) generally focus(es) on the methodology and general questions, after which follows a detailed examination.
Closing statement
At the end of the examination, the opponent(s) present(s) a closing statement. The doctoral student and the opponent(s) stand for the closing statement.
The doctoral student will remain standing to thank the opponent.
Additional opponents
The doctoral student, remaining standing, thanks the opponent(s) and then the opponent(s) sit(s) down. The doctoral student turns to the audience and says: 鈥滶steemed audience, I ask those of you who have observations to make on the doctoral thesis here presented to kindly request the floor from the custos.鈥
The custos shall preside over the discussion by giving the floor and ensuring that the thesis defender has the opportunity to answer each point in turn and that the discussion remains relevant.
It is advisable that the custos makes clear at the defence that anyone besides the opponent(s) who intend(s) to make an official observation about the doctoral thesis shall give notice of this intention at the defence, otherwise that person loses the right to make such an observation. (Any observations about the defence shall be made to the department within two weeks of the defence.)
Conclusion of the examination
The custos shall present the thanks of the Aalto University School of Y to the opponent(s).
The custos shall close the defence by standing and saying, 鈥滻 declare this public examination closed鈥.
The protagonists leave the hall in the same order as they entered, first the doctoral student, then the custos and finally the opponent(s).
Other matters
Congratulations take place outside the auditorium. In remote defences the custos can open for online congratulations, after the official part is over.
The doctoral student may offer coffee and cake at the end of the event at their own expense.
Arrival
The main participants enter the auditorium at 12:15 in the following order: the doctoral student, the custos (presiding official) and the opponent(s). The audience has to be in the auditorium before 12:00. The audience rises, when the main participants enter. The custos and the opponent(s) carry their doctor鈥檚 hat when entering and leaving the auditorium.
Opening
When everyone is seated, the custos opens the examination by saying: "As the custos appointed by the Doctoral Programme Committee of the Aalto University School of Arts, Design and Architecture, I declare this public examination open."
Lectio praecursoria
The doctoral student stands up to deliver their introductory lecture (lectio praecursoria). The lectio starts with the words: 鈥淗onoured custos, honoured opponent(s), esteemed audience鈥. During the lectio the audience may not leave or enter the auditorium.
No oral reference is made to the correction of misprints. But the thesis defender may give the opponent(s) a list of misprints which will then be attached to the written statement which the opponent submits to the Doctoral Programme Committee.
After the lectio praecursoria the thesis defender addresses the opponent(s) with the words: 鈥淚 ask You, honoured opponent(s) appointed by the Doctoral Programme Committee of the School of Arts, Design and Architecture, to present the critical comments on the thesis you find well-founded".
Examination
The opponent then stands up and presents a brief statement in which they discuss the status and importance of the topic and other similar issues of a general nature. After this talk, both the opponent and the doctoral student seat themselves.
Usually, the opponent first deals with methodological and general questions, and a more detailed examination follows. If the examination is likely to take a long time, the custos may interrupt it by announcing a break.
Closing statement
When the examination of the thesis is completed the thesis defender and the opponent(s) rise and the opponent makes their final appraisal. Finally they will (usually) announce that they will propose to the Doctoral Programme Committee that the thesis be accepted or not accepted.
The doctoral student remains standing to thank the opponent.
Additional opponents
The doctoral student thanks the opponent and turns to the audience and says: "If anyone present wishes to make any comments concerning my thesis, please ask the Custos for the floor."
The custos sees to it that the thesis defender can respond immediately to each comment and that the speakers keep to the point.
Conclusion
The custos rises and closes the proceedings by saying: 鈥淭he thesis proceedings are closed鈥.
Arrival
The audience enters the room and takes their seats before the public defence begins. The audience stands up when the thesis defender, chairperson, and opponent(s) enter the room. The order of entry is as follows: first the thesis defender, then the chairperson, and finally the opponent(s). The chairperson and opponent(s) may carry their doctoral hats when entering and exiting the auditorium. For the duration of the event, they place the doctoral hats on the table in front of them, with the lyre emblem facing the audience.
Opening of the examination
With the procession arrived, but the audience still standing, the chairperson opens the examination, saying "As the chairperson appointed by the Doctoral Programme Committee of the Aalto University School of Business, I hereby declare the doctoral thesis proceedings open." The audience is then seated, and the custos introduces the doctoral student, the thesis and the opponent(s).
Lectio praecursoria
The public defence begins with the doctoral student standing and delivering their lectio praecursoria. This presentation, which is limited to a maximum of twenty minutes, begins as follows: 鈥Honoured custos, honoured opponent(s), esteemed colleagues and valued guests鈥.
The doctoral student concludes the presentation by stating the following: 鈥I now respectfully invite you, Professor/Dr. [Name(s)], as the opponent(s) appointed by the Doctoral Programme Committee of the Aalto University School of Business, to present your comments on my thesis鈥.
Opponent's opening statement
With the doctoral student still standing, the opponent(s) rises/rise to deliver a brief opening statement, introducing the thesis and its significance within the field of research. After this statement, both the opponent(s) and the student take their seats, and the formal public defence begins.
Examination
In examining the thesis, the opponent(s) typically ask questions about the theoretical positioning, methodology, findings, and contributions of the work. They challenge the thesis defender to clarify and justify their choices, demonstrating the rigor and originality expected at the doctoral level.
Opponent's closing statement
Once the opponent(s) has/have examined the thesis, they rise to give a brief closing statement, with the doctoral student standing to listen. In the closing statement, opponents typically summarise the contributions, strengths and weaknesses of the thesis, and if they conclude that the student has successfully defended their thesis, they recommend that the DPC of Aalto University School of Business accept the thesis.
Audience comments
While still standing, the doctoral student then thanks the opponent(s) for their comments, turns to the audience and states the following: 鈥I now invite any members of the audience who have comments on my doctoral thesis to request the floor from the honourable custos鈥.
The custos presides. Their role is to keep audience comments reasonably brief and to the point and to guide the discussion between the audience and the doctoral student.
Conclusion
After the questions from the audience, the custos rises and concludes the public defence by declaring the following: 鈥The public examination is hereby concluded鈥. The doctoral student, the custos and the opponent(s) then leave the auditorium in the same order and manner in which they entered.
Typically, the public defence will last between two and three hours, with the possibility of a short break if the custos deems it necessary.
Congratulations take place outside the auditorium.
Audience etiquette for public defences
A public defence is an academic and dignified event where proper behavior is expected. The defence is chaired by the custos, usually the supervising professor of the doctoral student. The opponent is a doctor in the field of the thesis.
The defence is an oral examination in which the opponent ensures through questions that the doctoral student has personally conducted the thesis work and can answer related questions.
There are no guidelines for the audience's dresscode at the public defence. As the defence is public, it is open to everyone. Thus, it is perfectly acceptable to attend the examination in casual clothing. However, guests invited by the doctoral student usually wear a dark suit or other more formal clothing.
If the defence is held online or the audience participates online, audience cameras and microphones of audience are turned off.
The public should arrive early before the defence will start. Latecomers will not be allowed into the hall.
The event begins when the thesis defender, custos, and opponent(s) (in this order) enter the hall. The audience stands up.
The custos announces the public defence opened. Everyone except the thesis defender sits down.
First, the thesis defender presents their research work to the audience. This is called lectio praecursoria and it lasts twenty minutes. After this the opponent gives an introductory speech. When the opponent finishes their introduction, both the opponent and the thesis defender sit down. It is customary to exit the hall only after the defence has concluded or during a possible break, but at the earliest, one may leave after the lectio.
The defence usually lasts 2鈥3 hours, but no more than 4 hours. The custos announces if a break will be taken.
At the end, the thesis defender asks if anyone present wishes to make comments related to their work. If there are comments, the custos allocates speaking turns and the thesis defender responds. General questions about the thesis can be asked after the formal event.
The custos announces the conclusion of the defence. Applause is not customary at the defence.
The thesis defender, custos, and opponent march out first, followed by the audience.
All congratulations take place outside the hall.
Dresscode
These instructions apply to the doctoral student, the opponent(s), and the custos. The dress code instructions are also applicable in public defences organized remotely.
The doctoral student has not acquired the permission to use the doctoral hat before participating in the Ceremonial Conferment of Doctoral Degrees after the graduation.
The thesis defender, custos and opponent should all wear similar type of suit.
The opponent can also wear the ceremonial gown of their home university. If the opponent wears an academic gown, the doctoral student and the Custos shall agree whether to wear a tailcoat or dark suit.
The most common variations of the dress code are
A black tailcoat, trousers with a satin stripe down the outside seam. The coat is not buttoned up. Black waistcoat, white dress shirt, with starched front and collar. White tie, no pocket handkerchief during the day. Black socks, thin-soled shoes (not patent leather during the day). No wristwatch. Outdoor clothes: black overcoat or cape, white scarf, and white gloves.
Single- or double-breasted, dark suit (black, dark blue or dark grey suit) or tailcoat with black vest. The material may have a discreet stripe. If a waistcoat is worn, it should be of the same material as the suit or toning with it. White shirt, the tie or bow tie should be subdued and tone with the suit (not white), dark socks and thin-soled shoes.
Black suit or high-necked dress (giving the impression of being dark). No hat, gloves or obvious jewelry. Dark dress (black, dark blue or dark grey gown, jacket and skirt or trouser suit), long sleeves, no headwear.
Lectio preacursoria
In the lectio preacursoria, introductory lecture, the doctoral student should explain to the audience what new or interesting the thesis has to offer and how it is connected to the field of study and to the society in general. The lectio might, for example, present the research area and the research work, explain the research questions and the method used and the results. Doctoral student may also mention the most important theoretical sources of their work and how they position themselves in your research field. They may describe the background of the thesis, but they are not expected to give a resum茅 of each chapter.
The audience usually has not been able to read the thesis beforehand, and the lectio praecursoria may be the only part of the public examination that is understandable to all the participants of the occasion. It is possible to bring up such general questions as: What conclusions or recommendations can be made on the basis of the research and its results? How does it contribute to our worldview?
The lectio praecursoria in given in the language of the public defence. If the doctoral student wishes lectio can be given in Finnish or in Swedish. In this case, it is courteous to inform the opponent, who does not speak Finnish or Swedish, of its contents.
Doctoral student should not thank anyone in their lectio. Doctoral students stand while giving their lectio praecursoria. The length of the lecture shall not extend 20 minutes.
Post-doctoral party
The post-doctoral party marks the end of the thesis process and is arranged by the doctoral student to thank the opponent, the custos and others who contributed to the work. While it is an academic tradition, the post-doctoral party (karonkka in Finnish) is not an official university event and not a mandatory part of graduating but a private event organised by the doctoral student. If organised, it takes place in the evening of the public examination.
Even though many traditions are involved in a karonkka party, the doctoral student may follow their preferences in the arrangements.
In the following, some traditions related to the post-doctoral celebration are explained.
As formal decisions on the doctoral thesis are not made until the conclusion of the public examination, invitations to the post-doctoral party were traditionally not sent in advance. Nowadays, however, the doctoral student sends invitations in advance. Permission to defend the thesis in a public examination, given by the Doctoral Programme Committee, is sufficient indication of the quality of the thesis.
The doctoral student formulates the wording of the invitations, but it is recommended that the invitations contain information on the dress code.
In addition to the opponent, the custos and co-authors of the publications of the thesis, the invitees to the post-doctoral party may include professors working in the field of the thesis and others who have aided in the thesis work. The doctoral student's companion, parents and close friends are usually included in the guest list. However, the karonkka is not a family party.
The post-doctoral party may be arranged at home, in a restaurant or in the facilities of a student association (osakunta) or the department of the doctoral student.
Traditional dress code is a tailcoat and a white waistcoat (a black waistcoat at the public examination), or an evening dress, which should be black at least in case of the thesis defender. The traditional colour used in academic celebrations is black, but other colours have also become common.
It is up to the thesis defender to choose a dress code that differs from traditions. Don't forget to mention the dress code in the invitation.
The doctoral student is the host of the party. The opponent is the guest of honour and is seated immediately to the right of the doctoral student. The next guest in the seating order is the custos, seated to the left of or opposite the doctoral student. Traditionally other guests are seated in the order of their academic achievement.
The doctoral student offers food, drinks and possibly other forms of entertainment to the guests invited to the post-doctoral party.
Speeches are a relevant part of the party. They are given after the meal before the coffee has been served. The doctoral student begins the speeches by first thanking the opponent and then the custos. After this, the student thanks everyone else who have contributed to the doctoral thesis, in the order of importance. If the doctoral student wishes to thank their family members, it is done lastly at the end of the speech.
The opponent will immediately reply to the student鈥檚 speech. The opponent's answer is usually light-heartedly dignified rather than too solemn or formal. Next, the custos may address those present. After this, other guests may speak in the order in which they were mentioned in the doctoral student鈥檚 speech.
After the speeches, the party takes a more informal turn and the guests can enjoy the music or other programme and each others' company.