Digital defence with partly physical presence
A digital defence with partly physical presence is a digital PhD defence conducted from a room with a number of persons being physically present. As a minimum, the PhD student and the chairperson have to be present at a digital defence with partly physical presence.
The main focus during the defence should be on the audience following the defence digitally. The PhD student has to present the PowerPoint Presentation directly at the digital platform, and all questions should be asked at the digital platform via the microphone or the chat function. The Graduate School recommends using a headset to optimise sound quality.
Please note that all parties must consent to a digital defence with partly physical presence. The defence has to be held within the "Guidelines for PhD defence".
We kindly ask the PhD student to submit the form "Information regarding the PhD defence and the PhD certificate" no later than 3 weeks before the defence.
Be prepared to answer the following questions:
- Information on the exact time for the defence
- Information regarding the chosen digital platform
- The direct link for the defence
- The meeting ID for the defence, if any
- The password for the defence, if any
- Information on who (a named person) will guide through the basic use of the IT technical solution during the defence
- The place for the PhD defence (including room, building, address, postal code and city)
- Which members of the assessment committee participate via the digital solution
The format for a fully digital defence or a digital defence with partly physical presence is comparable to an online meeting on a digital platform. There are no specific requirements for the location of the digital defence or the technical equipment available in order to hold a digital defence. The digital defence can be conducted from any type of room/location with a stable internet connection and only requires a lap-top with camera and microphone, and with access to the chosen digital platform.
The Graduate School does not expect or require that the PhD defence is recorded. We recommend to use headsets during a digital defence to make sure that all participants can follow the presentation and the questions asked to the PhD student.
If you book a room at Panum for your fully digital defence or digital defence with partly physical presence, you can request AV-assistance from CAMPUS service (AV@sund.ku.dk) if you are having difficulties with the technical equipment in the booked room.
The Graduate School highly recommends that a “test-defence” is arranged with all participants before the day of the defence, to make sure there are no problems with accessing the link, and to test the sound, camera, sharing the presentation etc.
You can find more recommendations and guidance regarding IT for digital defences in the section “IT guidelines for digital PhD defences”.
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.
Be aware that the student must inform the Graduate School about the date and time of the defence by submitting the form: information regarding the PhD defence and the PhD certificate at least three weeks before it takes place.