Public examination event
Table of contents
The stages of the examination process are preliminary examination, permission for public examination, decision on the public examination, publishing the dissertation, organising the public examination event and making dissertation press release, public examination event and the assessment of the doctoral dissertation.
Please note that you need to be registered as an attending for the semester during which you defend your doctoral thesis and the dissertation is registered in the study register.
Organising the public examination event
The procedure and formalities for the public examination of the dissertation may vary between faculties, so please also check the guidelines of your own faculty, which can be found at the bottom of this page.
The Custos appointed by the Faculty Council is the official supervisor of the public examination, with whom the details of the event are agreed. The doctoral candidate must not be in contact with the Opponent before the public examination of the dissertation. Communication with the opponent is done through the Custos.
Remember that in addition to organising the dissertation examination event, it is important to take care of the publication and distribution of your dissertation.
You can prepare for the public examination of your dissertation by thinking about what questions the Opponent might ask. Public examination is rarely an examination to the letter. The dissertations is usually no longer rejected at this stage.
The Custos is the chairman of the public examination of a dissertation and supervises the examination situation. The custos must have an employment relationship with the Ģֱ. It is a task of honour and is usually given to the supervisor of the thesis.
The Custos introduces the faculty instructions of the public examination to the opponents and ensures that particularly international opponents become familiar with the dissertation practices of the Ģֱ as well as the grading scales. The Custos will also ensure that the opponent knows the time, place, language and dress code of the dissertation.
If the Opponent is not Finnish, the Custos asks if they would like help with travel arrangements (flights, train tickets, accommodation, etc.). As a rule, Finnish opponents will make their own travel arrangements.
If necessary, the Custos will send the Opponent instructions in English on the course of the dissertation and a summary of doctoral candidate's lectio preacursoria (lektio).
Public examination of a dissertation is a public occasion, to which anyone interested in science is welcome to attend. You are also free to invite your relatives and friends by using separate invitations. Inviting people both to the public examination and to the post-doctoral celebration (karonkka) is convenient. Remember to clearly express whether you are inviting them personally or avec. Invitation card can be for example like the following:
"Welcome to the Public Examination of My Dissertation 18th of December 202x, at 12 o'clock at the old grand hall (S212) of the Ģֱ. I also wish you welcome to join the post-doctoral celebration (karonkka) arranged in honour of my Opponent xxxxx at 19 o'clock at Lozzi restaurant."
The preferable costume for the guests at the public dissertation is an informal suit and to the post-doctoral celebration a dark suit or an academic ceremonial gown.
The introductory lecture is speech, which explains what new or interesting your thesis has to offer and how it is connected to the field of study and to the society in general. The recommended length of the lecture is no more than 20 minutes.
In your lectio praecursoria, you can answer to such questions as: What conclusions or recommendations can be made on the basis of the research? Can current societal issues be answered to on the basis of the research? How does it contribute to our worldview? Remember that lectio praecursoria might be the only part of the public examination of a dissertation that is understandable to all the participants of the occasion.
Traditionally lectio praecursoria has been a speech. Nowadays it is sometimes accompanied by a supporting slide show. Slideshow is not an essential part of the lectio praecursoria and it should be possible to follow the speech without it.
Lectio praecursoria can well be used also as the basis of your press release when it is condensed into fewer words.
The doctoral candidate discusses the language used in the public examination with the custos. The language is determined by the custos in advance, after having discussed the matter with the opponent. It is possible to use several languages in the public examination if it has been agreed upon with the custos, the doctoral candidate and the opponent.
At the public examination, the doctoral candidate, Opponent, and Custos dress appropriately for the dignity of the occasion. The choice of the dress code is made by the candidate in consultation with the Custos. The Custos will inform the Opponent of the dress code.
The traditional dress codes are:
- A tailcoat and a black waistcoat
- Dark suit
- Black long-sleeved dress or two-piece suit with a small neckline without a hat
The doctoral candidate, Opponent, and Custos may also wear the ceremonial gown of the University. The ceremonial gowns of the University can be requested and booked from the Maintenance Managers at 029-4418069.
Foreign opponents may wear the ceremonial gown of their university.
The University does not compensate the clothing expenses of public examination, except for what is mentioned in (the guidelines are on the UNO intranet and require login).
There is no specific dress code for the audience of the public examination. It is appropriate to attend the public examination in everyday clothing. However, guests invited by the doctoral candidate usually wear a dark suit or other more formal clothing.
Agree with the janitors about the media you might need in delivering your thesis, e.g. microphones, video, PC or multimedia applications. It is polite of you that everyone can hear the discussion held during the dissertation.
Make plans about the possible photographing at the public examination serving for all attending audience. You can for example arrange for a photographer to take pictures of the event on behalf of those present.
Live streaming and/or recording:
- please name the person responsible of ordering the video recording; it can be the doctoral candidate, the custos or other person.
- recordings should primarily be made in rooms/halls equipped with a lecture capturing device or fixed hybrid equipment. For a list of rooms/halls and instructions on how to capture lectures, please see the .
- If the live streaming is made in rooms/halls equipped with a lecture capturing device, there is generally no cost. The service usually also includes a recording on request and some preliminary preparations. To request support for live streaming and/or recording, please use the . Please make the request in good time before the event!
- if the public examination event will be live streamed, please send the live stream link to your faculty's communication expert as soon as you receive it. The communications expert can include the link in the event announcement and/or the press release.
Be prepared for a reception serving coffee or sparkling wine after the public examination of the dissertation. You can reserve the coffee and refreshment service for example from , and the premises from the University's Facilities service. Remember to think about, who are you going to invite to the public examination and who to the reception, and find out whether the department or Faculty will partly pay the bill (related to this, please see ; the guidelines are on the UNO intranet and require login).
The Custos inquires from the Opponent whether the preparations for the post-doctoral celebration can be started. If you are arranging the post-doctoral celebration, plan the invitations, reception service and the programme, reserve the premises, and prepare to a speech of thanking the Opponent and others. Depending on the place and time, take care of the decorations, lighting, sound reproduction, orchestra etc. Usually people are invited to the public examination and to the post-doctoral celebration at the same time.
See more instructions on the post-doctoral celebration (karonkka) in section After the public examination of the dissertation.
For more information on the costs of holding a post-doctoral celebration (karonkka) on university premises, see the file on (intranet UNO, only in Finnish).
Dissertation and the media
We will publish a news release on the university's website. When preparing the release, consider the following points:
- The release reports briefly and newslike the essential results of the dissertation.
- The release is aimed at the so-called general public and when drafting it, consideration should be given to what could be the aspect of the dissertation the general public would be interested in.
- A good headline is important because the reader decides on the basis of it whether to continue reading. Use clear and understandable language, avoid special vocabulary. With subheadings, you can group things and feed interest.
- Raise your results (either the main result, or the one you think is of interest to the so-called general public) to the top of the release and tell how it can be applied in practice.
- The length of the release is 2000-2500 characters (2500 characters is the absolute maximum).
- The release is prepared in Finnish, but if you wish, you can also make an English version. If you do not speak Finnish, you can make a press release in English only.
- At the end, include the information on the public examination event and online link if there is a remote connection to the event. If the public examination event is carried out online, add the phone number of the custos for possible audience questions.
- Link to the dissertation, if it is published online.
- Be sure to include your contact information.
- For some dissertations, we make a press release based on the faculty’s review. The criteria for this include that the dissertations yield significant knowledge, are related to the University’s strategy or that the topic is especially interesting from the viewpoint of a wider audience or an important target group. In such a case, a communications specialist will contact you and help preparing the press release.
- Note that the release includes a picture of the doctoral candidate. You can send us a photo, a file large enough for print use (300 dpi). Some medias prefer horizontal pictures (eg. Yle).
- It is also possible that you use a photo service by paid by the JYU. No appointment is needed. Please, remember to mention the "Dissertation photo for JYU" to get it free for you (billing address viestinta@jyu.fi). By using Star Image's service, you agree that your image will be stored in the Ģֱ's material bank for four years. The image will be archived for use of your dissertation release and for possible future media use. The photographer sends the image directly to communication services.
The examination event is an open public event, where the dissertation is examined. The public examinations of doctoral dissertations at the Ģֱ follow traditional customs and forms, which may vary between disciplines and change over time. The general structure of the examination and generally used phrases are as follows:
1. The doctoral candidate, Custos and Opponent arrive into the hall 15 minutes past the official starting time of the public examination. The doctoral candidate arrives into the hall first, then the Custos and then the Opponent. The audience remains standing up. During the entry and exit the Custos and the Opponent hold their Doctor's hats, if they have one, in their left hand so that the lyre is facing forward. During the public examination, the hats are placed in the table.
2. When all are seated, the Custos introduces the doctoral candidate, the title of the dissertation, as well as the Opponent. Then the Custos declares the public examination of the dissertation open by saying "As the Custos appointed by the faculty I declare this public examination opened."
3. The doctoral candidate delivers his/her lectio praecursoria (introductory lecture) standing, not exceeding 20 minutes, by first addressing the Custos, then the Opponent and then the audience. The presentation must be started with the words "Distinguished Custos, honoured Opponent, ladies and gentlemen."
4. After the lectio praecursoria, the doctoral candidate will, still standing, ask the Opponent to present the critical comments. The request is done by saying: "Honoured professor (doctor, etc.), as the opponent appointed by the faculty, please present the comments that you see my dissertation has given grounds for."
5. The Opponent stands up and makes a short statement, in which they deal with issues such as the position and importance of the thesis within its field of study, and other general issues. After the statement both the doctoral candidate and the Opponent sit down.
6. In the beginning of the actual public examination the Opponent focuses first on the methodological and general questions. The general examination is followed by a detailed examination.
7. The Opponent makes a concluding statement after the detailed examination. The doctoral candidate listens to the statement standing up.
8. Still standing up, the doctoral candidate thanks the Opponent, who may then sit down.
9. The doctoral candidate turns to face the audience and solicits those people present (so called extra opponents) who might have some critical comments to step forward and ask for an address from the Custos. Soliciting is done by saying: "If anyone here has any critical comments to make on my dissertation, please ask the Custos for the floor." After this the doctoral candidate sits down.
10. The Custos presides the situation by giving addresses and they also make sure that the doctoral candidate gets the opportunity to answer all the questions. The Custos also attends to the fact the addresses given do not digress from the subject. Usually addresses are not requested. If a comment is made about violation of research integrity, the Custos writes the comment down or, if the comment is long and detailed, requests the comment in writing by a due date in the same form and extent as it was presented in the public examination. Possible comments must be investigated, clarified and reported to the faculty council. The faculty council may postpone decision on the matter until further clarifications have been made.
11. The Custos closes the public examination, standing up, by saying: "The public examination is now concluded." At most, the public examination can last 4 hours. Usually the examination takes ca 2 to 2 ½ hours.
12. The doctoral candidate, the Custos, and the opponents leave the hall in the same order they arrived in. The audience stands up.
The examination should be high-level conversation between two experts of the field, about the interesting themes of the doctoral thesis. Enlightened laymen should also be able to follow the conversation and it should give them things to consider. As a public occasion, public examinations are visible illustrations of the university life.
This section lists things that happen after the dissertation examination. Please note, however, that the list contains things that must be planned before the public examination event.
The reception with coffee or sparkling wine service is an unofficial and private occasion.
The doctoral candidate presents an invitation before leaving the hall. The department/faculty may partly pay the bill.
Sparking wine is served either at the hall or at the walkway near the hall. Coffee can be served for example at a nearby cafeteria. The doctoral candidate is complimented and presented with bouquets before the refreshments are served. The doctoral candidate is no longer expected to perform, but they should be prepared to accept congratulations. Reserving a separate table for the most honoured guests, such as the Custos and the Opponent etc., is a good idea.
It is usual that after the public examination the doctoral candidate arranges a post-doctoral party in honour of the opponent. If there has been an extra opponent at the public examination, they should also be invited to the post-doctoral party. However, it is the custom that the extra opponent politely turns down the invitation.
Today post-doctoral parties do not have as strict academic procedures as they used to have. The doctoral candidate can decide the type and size of the post-doctoral party. At for the very least, the post-doctoral party should be a dinner for the doctoral candidate, the Opponent and the Custos.
The usual dress code for the post-doctoral party is a tailcoat with a white waistcoat, a dark suit, or a long evening dress. The doctoral candidate wears black or other discreet colours. The doctoral candidate chooses the dress code and indicates it in the invitation.
At the post-doctoral party the Opponent sits on the right of the doctoral candidate and the Custos sits to the left. The professors sit in order according to the length of their service and their position.
The post-doctoral party can proceed for example in the following way:
- People gather for a welcoming toast. Wish the guests welcome and express your joy about your accomplishments!
- Sit down to the table. Name cards will help people find their own seats.
- Dinner.
- Speeches. The doctoral candidate gives the first speech. The doctoral candidate thanks first the Opponent, second the Custos, and then the Supervisors and other supporters of their work. Candidate may also thank the Rector, Dean or Head of department. After this the candidate possibly thanks other people. People replying speak in the order in which the doctoral candidate mentioned them in their speech. Only those who have been mentioned can speak.
- Coffee.
- Other programme.
See the instructions on applying the degree.
Thank your relatives, friends etc. for possible gifts and congratulations.
Some of the Faculties organize a diploma conferment ceremony or a graduation ceremony (publiikki) once or twice a year.
Conferment of Degrees Ceremony (promootio) is the biggest academic festivity, during which Masters’, Doctors’ and Honorary Doctors’ degrees are conferred. In the ceremony, the new Masters and Doctors will be given their degree in the ceremonial act of conferment, and will receive a Master’s laurel and ring or a Doctor’s hat and sword as the sign of it.
Instructions related to the public examination in general
- The Custos and the department, together with the candidate, are responsible for the practical matters related to the public examination event.
- Familiarize yourself well in advance with the above instructions regarding the public examination event and karonkka.
- See the instructions on Procedure at the public defence of a dissertation at the Faculty of Humanities and Social Sciences
Duties of the custos can be found inthe
Duties of the doctoral candidate
Duties of the doctoral candidate include at least the following:
- writing the press release (more instructions below)
- be prepared for possible departmental publication ceremonies (such as the “naulajaiset” [nailing ceremony] of the History subjects).
- ask your supervisor(-in-charge) about the practicalities regarding the meeting before the public examination.
- be prepared for the coffee service. Contact the assistant of your department and ask them to organise the service and to book a suitable space for the event (for example, one of Semma's cafeterias).
- prepare the lectio praecursoria (introductory lecture). It is important to take the general audience in to account by making sure that the main points of the thesis are also comprehensible to non-specialists. If the examination is conducted in a language other than Finnish, the lectio is often in English. It is also possible to prepare the lectio in Finnish and use a different language in the examination.
- if the candidate wants to organise a post-doctoral party (karonkka) in honour of the opponent, they should prepare the invitations, organise the refreshments and programme, reserve a space for the party, and compose a speech to thank the opponent and all the other people they would like to acknowledge. Alternatively, the candidate may host a dinner in honour of the opponent.
Press release
The duties of the doctoral student include writing the press release. The Faculty of Humanities and Social Sciences recommends that all doctoral candidates make a press release on their dissertation i.e. science news on the dissertation. When preparing the press release, consider the instructions which apply to the whole university (mentioned above) and the following points:
- The press release reports briefly and newslike the essential results of the dissertation.
- The press release is aimed at the so-called to the general public and when drafting it, consideration should be given to what could be the aspect of the dissertation the general public would be interested in.
- The purpose is to get the information passed on to journalists in such a way that the journalist makes a feature story on it, either directly on the basis of the press release or after asking for more information.
- A good headline is important because the journalist decides on the basis of it whether to continue reading. Use clear and understandable language, avoid special vocabulary. With subheadings, you can group things and feed interest.
- Raise your results (either the main result, or the one you think is of interest to the so-called general public) to the top of the press release and tell how it can be applied in practice.
- The length of the press release is 2000-2500 characters (2500 characters is the absolute maximum).
- The press release is prepared in Finnish, but if you wish, you can also make an English version. If you do not speak Finnish, you can make a press release in English only.
- At the end, include the information on the public examination event and online link if there is a remote connection to the event. If the public examination event is carried out online, add the phone number of the custos for possible audience questions.
- Link to the dissertation, if it is published online.
- Be sure to include your contact information.
- Note that the press release often includes a picture of the doctoral candidate.
can be found on the University Communications website in Intranet UNO. The press release will be sent to the communications expert of the Faculty of Humanities and Social Sciences to email address viestinta(at)jyu.fi , three weeks before the public examination event. Communications expert may be contacted in connection with the preparation of the press release. Other possible arrangements are agreed with the PR and information office of the University when necessary.
Expenses related to the public examination of the doctoral dissertation
When planning the public examination of your doctoral dissertation, pay attention to the following instructions regarding the expenses. Note that the list is not exhaustive, since there may be other expenses associated with the public examination event (e.g., dress, karonkka).
- Proofreading of the dissertation and abstracts: there is a .
- Publication of the dissertation: ask this from the publisher. If your dissertation is published in JYU university series, read the instructions at . As a rule, the departments do not partake in the expenses of the publication. The candidate may contact the head of the department with any inquiries pertaining to the matter. N.B. The expenses of the handout dissertation are paid by the department.
- Dinner of the evening before the public examination of the doctoral dissertation (participants: doctoral candidate, opponent, supervisor and custos): the department pays the costs of the dinner, provided that payment has been approved in advance by the head of the department.
- Coffee service after the public examination of the dissertation: the department pays for the dissertation coffee. The order for coffee serving should always be made together with the assistant of the department.
- Expenses of the karonkka event: the candidate is responsible for covering the costs of the party or the dinner. If the party takes place at the University, the department will cover the rent of the room until midnight.
Press release
- The Faculty of Information Technology recommends that all doctoral candidates make a press release on their dissertation.
- Please see the instructions for the press release (pdf).
Organizing the public examination (defense)
- Date and place of the defence: See the Faculty instructions on permission for public examination
- Faculty assistants take care of organizing the after-defence coffee service. The Faculty pays the costs of the coffee service.
- The Faculty will organize and pay for the streaming of the defence, so that the event can also be followed online.
Post-doctoral party (karonkka in Finnish)
- It is usual that after the public examination the doctoral candidate arranges a post-doctoral party in honor of the opponent.
- The custos can, before the public examination, inquire from the opponent whether the preparations for the post-doctoral celebration can be started.
- Today post-doctoral parties do not have as strict academic procedures as they used to have. The doctoral candidate can decide the type and size of the post-doctoral party. The Faculty will pay the rent for the premises, if the party is organized at the university (until midnight, e.g. Lyhty or Lea Pulkkisen sali). Please make a reservation for the premises via .
Duties of the custos
- The custos must have an employment relationship with the Ģֱ. The role of the custos usually belongs to the main supervisor of the thesis, and is regarded as an honored position.
- The custos is the chairman of the public examination of a dissertation and supervises the examination situation.
- The custos introduces the faculty instructions of the public examination to the opponent(s) and ensures that particularly international opponents become familiar with the dissertation practices of the Ģֱ as well as the grading scales.
- The custos can, before the public examination, inquire from the opponent whether the preparations for the post-doctoral celebration can be started.
- Accusations of unethical practice made by member(s) of the audience during the public examination should be recorded by the custos. The custos should ask that long and complex comments are made in writing. The comment has to be written down in the same extent and form as it was made during the public examination. The custos will also set a deadline for the comment to be delivered to both the custos and the Faculty.
- The custos is responsible for sending the final version of the dissertation to the opponent. The coordinator of doctoral studies delivers the published dissertation for the opponent after receiving it from the publishing unit of the university (link to online version). This is often very close to the examination day (min. 5 days prior), therefore custos sends the dissertation to the opponent as soon as it is ready for publication. Often the manuscript is already provided in attachment of the preliminary request. The final version can be sent to the opponent electronically at the same time when the candidate sends it for printing (no changes will be made after that).
Representative of the research area
According to the Faculty’s practice, the Specialisation representative aims to assign a representative from the research area to attend the public examination. The person should be at least at the level of a docent. The representative follows the public examination, reads the preliminary examination statements, and familiarizes themself with the dissertation, at least cursorily. If needed, the representative discusses with the opponent after the public examination and makes sure that the opponent understands the assessment criteria as defined in the Faculty.
After the public examination the representative gives the doctoral school a short statement on 1) How did the candidate do in the public examination, and 2) Whether the grade suggested by the opponent is in line with the Faculty's grading policy. The coordinator of doctoral studies will give the statement to the Faculty Council to support the evaluation of the doctoral thesis.
Please familiarise yourself carefully with the general instructions of the university given above. Additional instructions for the arrangements of the public examination at JSBE in intranet Uno:
(in Finnish)
Instructions related to the public examination in general
- The Custos and the department, together with the doctoral candidate, are responsible for the practical matters related to the public examination event. You can ask the faculty’s coordinator responsible for doctoral study affairs for further information.
Duties of the custos
- A specific task of the custos is to introduce the opponent to the practicalities of the public examination, especially if he or she has no previous experience of public examinations at Finnish universities.
- Custos assists opponent with travel arrangements. If needed, travel secretary of the department assists custos.
Duties of the doctoral candidate
- send the final version of your dissertation to the faculty’s coordinator of doctoral study affairs as soon as you get it. The doctoral candidate takes care of ordering the books and delivering them. The coordinator sends only the electronic version to the evaluation committee.
- you may write a press release. If you plan to do so, write it at least three weeks before the public defense. The contact person is the faculty’s communication officer (Kirke Hassinen).
- order coffee and cake from Semma. First makes sure that there is a a suitable space for the event.
- prepare the lectio praecursoria (introductory lecture). It is important to take the general audience in to account by making sure that the main points of the thesis are also comprehensible to non-specialists.
- if the candidate wants to organize a post-doctoral party (karonkka) in honour of the opponent, they should prepare the invitations, organize the refreshments and programme, reserve a space for the party, and compose a speech to thank the opponent and all the other people they would like to acknowledge. Alternatively, the candidate may host a dinner in honour of the opponent.
Expenses related to the public examination of the doctoral dissertation
- Language checking of the dissertation and abstracts: if the doctoral candidate doesn’t have any research project the department reimburses moderate language checking costs. Contact the head of the department before sending the work to language checking.
- You can order ten real books from the university printing house and give your department as the payer. In addition to those, you get three A4-sized books. If you want more books you need to pay for them yourself.
- Possible dinner of the evening before the public examination of the doctoral dissertation (participants: opponent and custos): the custos is responsible for the dinner. The custos asks the department about the potential reimbursement before the dinner.
- If the doctoral candidate wants a broadcasting/video recording, you must order and pay for it yourself
- Coffee service after the public examination of the dissertation: the department pays for the dissertation coffee and cake up to 500 €.
- Expenses of the karonkka event: the candidate is responsible for covering the costs of the party or the dinner. If the party takes place at the university premises, the department pays for the rent of the room until midnight.
Please familiarise yourself carefully with the general instructions of the university given above. Additional instructions for the arrangements of the public examination at the Faculty of Sport and Health Sciences in intranet Uno:
Press release
- The Faculty of Mathematics and Science recommends that all doctoral candidates make a press release on their dissertation.
- Please see the instructions for the press release (pdf).
Organizing the public examination (defense)
- Date and place of the defence: See the Faculty instructions on permission for public examination
- Procedure of the public examination and the postdoctoral party (karonkka) and the dress code: see the University guidelines at the top of this page. Discuss your own department's policies e.g. with your supervisor and other doctoral researchers at the Department. Usually, the departmental assistant will help you organize the after-defence coffee service.
Duties of the custos
- The custos must have an employment relationship with the Ģֱ. The role of the custos usually belongs to the main supervisor of the thesis, and is regarded as an honored position.
- The custos is the chairman of the public examination of a dissertation and supervises the examination situation.
- The custos introduces the faculty instructions of the public examination to the opponent(s) and ensures that particularly international opponents become familiar with the dissertation practices of the Ģֱ as well as the grading scales.
- The custos can, before the public examination, inquire from the opponent whether the preparations for the post-doctoral celebration can be started.
- Accusations of unethical practice made by member(s) of the audience during the public examination should be recorded by the custos. The custos should ask that long and complex comments are made in writing. The comment has to be written down in the same extent and form as it was made during the public examination. The custos will also set a deadline for the comment to be delivered to both the custos and the Faculty.
- The Department of Biological and Environmental Science has further instructions for custos that can be found in (login required).