IT guidelines for digital PhD defences
UCPH IT has a support team that assists with digital PhD defences. Information on the support they offer can be found in this short guide (in Danish) on KUnet. You can also contact UCPH IT support on +45 35 32 32 32 (hours: 07:30-16:00).
We recommend that you use the programmes Microsoft Teams via Office365 or Zoom for the defence. All UCPH staff and students have access to the programme Microsoft Teams via Office365 and to the programme Zoom through a UCPH license. Most of our PhD students prefer Zoom.
The University of Copenhagen offers PhD students access to a secure Zoom license via DeiC, which provides data protection according to European standards. Using this license ensures a secure meeting room for the defence.
If you choose to use Zoom, we recommend settingup the meeting with a password. Remember to provide the Graduate School with the password, as the defence has to be public and we announce the defence, digital link and password on our website.
It is possible to use other programmes, but UCPH IT only supports the installation and setup of meetings in Teams and Zoom. You will find guidelines for the use of Teams and Zoom on the Employee Guide at KUnet.
If you choose to use Skype for Business, you can also find a guideline for this on KUnet. Regardless of the platform you use, please observe that it should allow you to show your PowerPoint presentation, allow the assessment committee to ask questions via microphone and the general audience to ask questions via microphone or chat function. Furthermore, it should provide a link to the conference meeting, which the Graduate School can post in the announcement of the defence.
We strongly recommend running a test defence with online colleagues/family/friends to confirm that it works for all roles (PhD student, chairperson, assessment committee and general audience) before you commit to execute your defence via the chosen digital platform.
Based on experiences so far, we have written some recommendations regarding digital defences. The recommendations are not obligatory actions, but are recommendations to consider, as they have shown to be valuable in previous digital PhD defences. The recommendations are based on the use of Zoom, but can be applied for other digital platforms, as well.
The University of Copenhagen offers PhD students access to a secure Zoom license via DeiC, which provides data protection according to European standards. Using this license ensures a secure meeting room for the defence.
For PhD students employed by a hospital in the Capital Region
PhD students enrolled at the Graduate School of Health and Medical Sciences and employed in the Capital Region (Region H) can install Zoom on a Region H computer via the Software shop at their workplace.
Please be aware that conducting a PhD defence requires that you log in to Zoom with your UCPH-user name, eg. abc123, and password since the Zoom access offered by the Capital Region is too limited. Please follow the instructions from CIMT (in Danish only).
You can apply for support from an e-moderator for your online PhD defense.
The e-moderator can assist with setting up your Zoom-meeting, testing the functionality and participate during the defense if necessary.
To ensure that the Graduate School can pay the invoice, you must send an email to graduateschool@sund.ku.dk once you have entered an agreement on the use of an e-moderator.
Please note that the e-moderator resources are limited. Therefore, we might not be able to accommodate your application.
Please use this link to apply for an e-moderator.