Hybrid defence
At a hybrid defence the external members of the assessment committee, supervisors and other attendees can be physically present or attend the defence via a digital platform. As a minimum, the PhD student and the chairperson must be present at a hybrid defence.
The hybrid defense must be conducted in a room equipped with the necessary IT tools to support this format. It’s essential to ensure that both physically present and online participants can follow the defense, including sound, video, and PowerPoint presentations. Additionally, all participants should have the opportunity to ask questions to the PhD student.
Please note that both the PhD student and the assessment committee must consent to a hybrid defence. The defence has to be held within the "Guidelines for PhD defences".
All PhD students must submit information regarding PhD defence and diploma in PhD Planner no later than three weeks before the defence.
What to do?
- When you receive information from the Graduate School that your thesis is accepted for defence, we will open the task "Awaiting information regarding defence and diploma" in PhD Planner
Things you need to do before you submit the information:
- Obtain detailed information regarding the digital part of the defence, ie., online platform, link and password, if any
- Obtain detailed information regarding the venue of the defence, ie., room, building, street and house number, postal code and city.
- Obtain the date and the exact start time of the defence
- Appoint a person who can provide instructions on the basic use of the digital platform during the defence
- Obtain consent from the members of the assessment committee to conduct a hybrid defence
- Clear whether the external members of the assessment committee will attend the defence online
Submit the information:
- Log in to PhD Planner with your UCPH user account and password
- Find the open task under "My tasks"
- Click on "send to administration" and fill in:
- Information regarding the diploma
- Basic information regarding the defence
- Detailed information regarding the hybrid defence (all fields included)
- Submit
The Graduate School does not require or expect that the PhD defence is recorded.
If you book a room at Nørre Campus for a hybrid defence, you can request AV-assistance from CAMPUS service (norre-av@adm.ku.dk).
The Graduate School highly recommends arranging a “test-defence” with all participants before the official defence, to make sure there are no problems with accessing the link, and to test the sound, camera, sharing the presentation etc.
Chairperson
As in a physical defence, usually the chair of the assessment committee moderates the defence. In certain situations, a substitute can be appointed. The substitute moderator must be appointed by the Head of Graduate School and must be a permanently employed member of academic staff at SUND with insight into the area covered by the PhD thesis, e.g. an academic staff member from the department, the head of the graduate programme or the head of department. The chairperson’s task is to welcome the participants, keep the time, make sure that all committee members and other participants can ask questions to the PhD student and finally to conclude the defence by sharing the committee’s recommendation.
The chairperson is expected to fulfill the same role at a digital defence or a digital defence with partly physical presence. Additionally, the chairperson can choose to pause or postpone the defence if any major technical issues occur during the defence.
The chairperson is not required to be at an expert user of the digital platform.
The Graduate School includes instructions for the digital defence in the information sent to the assessment committee and the relevant information/instruction for the audience is also integrated in the speech notes for the chairperson.
Person appointed to guide through the basic use of the IT technical solution
The PhD student and the principal supervisor should appoint a person who is participating in the defence, to take on the role of guiding participants in the basic use of the digital platform chosen. The person appointed does not have to be an IT-employee/technical supporter but should know the basic functions of the digital platform, such as mute/unmute, camera on/off and use of chat function. This person can also be responsible for e.g. creating a break-out room and keeping track of messages in the chat-function.
If any major technical issues occur during the defence, UCPH IT can be contacted on 35 32 32 32 (7.30-16), and the chairperson will pause or postpone the defence. If the defence takes place Monday to Friday after 16:00 it might be possible to make a separate agreement regarding support via telephone with UCPH IT, but this has to be arranged before the defence.
Principal supervisor
Similarly to a traditional defence the principal supervisor is responsible for arranging the digital defence. At a digital defence this includes choosing a digital platform, making sure a direct link for the defence is available, appointing the person to guide through the IT technical solution and if relevant booking a room for the defence.
Apart from these practical obligations, supervisors have no formal role during the oral defence.