Arrangements relating to public examinations of doctoral dissertations

(Updated 23 June 2020 at 7.00.)

According to the decision of the Finnish Government, meetings of up to 50 persons will be permitted from the beginning of June. Public examinations of doctoral dissertations can therefore be organised on campus while observing restrictions on the number of participants and caution to maintain a safe distance. Public examinations are nevertheless still recommended to be organised online.

The doctoral candidate may, if he or she so wishes, ask for the public examination to be postponed to a later date.

In technical issues, always contact the IT Service Desk (servicedesk@uef.fi).

The doctoral candidate makes sure that the doctoral dissertation is on public display, as a link to the electronic publication, 10 days before the public examination. The library provides remote support for putting the electronic version on public display.

Here are also some practical instructions:

• The audience must be notified of how they can follow the public examination. A link to the meeting must be made available in a clear manner. The link must also be sent to the university’s Communications and Media Relations well in advance of the event, so that it can be included in the doctoral dissertation press release on the university’s website.

• The opponent, the custos and the doctoral candidate participate in the public examination either physically on campus or via the videoconferencing link.

• At the end of the public examination, the audience can pose questions to the custos, if they have any remarks on the dissertation. In the case of a videoconference, possible questions from the audience can also be taken via a chat function that is being monitored by the custos or by some other separately appointed person.

• After the public examination, the virtual room can be opened to the doctoral candidate’s close friends and family for thank you speeches, or a separate room can be created for this purpose (a link to this room must be provided beforehand).

• Coffee for the audience and the post-doctoral party, karonkka, are not part of the official public examination, and the decision on how to organise these is up to the doctoral candidate.

Alternative ways for carrying out public examinations of doctoral dissertations

1.  All participants are online

  • The doctoral candidate, the custos and the opponent participate in the public examination via the LifesizeCloud service (either from their home or from the university's facilities, e.g. their own office).
  • The event is streamed live via the Lifesize Live service (max. 1,000 participants) that has a chat function.
  • Please contact servicedesk@uef for virtual room creation, instructions and testing.
    • The custos will act as a moderator, i.e. he or she will start and end the live stream and also monitors possible questions in the chat.

2. In an auditorium while observing the 50-person restriction on gatherings, with the opponent participating online:

  • The doctoral candidate and the custos participate in an auditorium that is videoconference-enabled, and the custos participates via a videoconference link.
  • Please contact servicedesk@uef for virtual room creation, instructions and testing.
  • This alternative has live streaming as an option. This is not mandatory and requires written permission from the parties concerned (i.e. from the doctoral candidate, the custos and the opponent) -> Streaming is done via Lifesize Live.
    • The custos has a computer from where the live stream is started and ended (no chat function available).
    • The computer in the auditorium is used for presenting the materials of the public examination.                         

3. All participants are in an auditorium while observing the 50-person restriction on gatherings

  • The doctoral candidate, the custos and the opponent participate in an auditorium, as normal.
  • This alternative has live streaming as an option. This is not mandatory and requires written permission from the parties concerned (i.e. from the doctoral candidate, the custos and the opponent).
  • The public examination is held in a videoconferece-enabled auditorium.
  • Please contact servicedesk@uef.fi for instructions for, and testing of, the live stream.

Videoconference-enabled auditoriums suitable for public examinations of doctoral dissertations:

  • Joensuu: AU100, E100, M100, N100, C2, (AT100 coming soon)
  • Kuopio: MS300, MS301, MS302, MD100, SN200, SN201, CA101