Below you will find information about the matters that you need to consider when it comes to the planning of your public defense, and who to turn to at the different stages of the process. Some arrangements are handled at the central level at Stockholm University, while you and your supervisor are responsible for others. It is therefore important that you read the information about the different steps leading up to your defense here.

The Administrator of PHD studies, Christian Möllerop and Pernilla Nordahl are mainly responsible at the department for the practical and administrative work involved in planning your defense.

It varies how much time is needed for the planning of a defense, but oftentimes PHD students begin with the planning around three months prior to the defense date. Before then, your supervisor needs to have taken the initiative to have an opponent and dissertation committee appointed by the faculty. Below is a list of the administrative steps that you as a student are responsible for: 

1. All courses completed
2. Contact the Administrator of PHD studies about the time and place
3. Book the defense with the Student Services
4. Contact the university library
5. Dissertation formalities
6. Reception and dissertation party
7. Apply for your degree

1. All courses completed

Prior to your defense, please check if all your course credits have been reported. In order to be able to apply for your degree it has to be reported in Ladok that all your courses are completed (“Alla kurser klara”). The courses have to be approved by you, your supervisor and by the Director of PHD studies. Please contact the Administrator of PHD studies for more information.

2. Contact the Administrator of PHD studies regarding the time and place

When you have chosen a date and time for the defense in consultation with your supervisor, the dissertation committee and your opponent, please contact the Administrator of PHD studies to make sure there is a suitable lecture hall available.

3. Book the defense with the Student Services

You then need to book the defense date with the Student Services, well in advance. Please find more information here.

4. Contact the university library

The doctoral student should book a meeting with the university library at least 30 days prior to the public notification date (“spikdagen”) to receive information about the process of printing the dissertation and to set a time plan. Please find more information here.

- ISBN
All dissertations must have a so called “ISBN number”, which is provided by the university library. Before printing your dissertation you have to contact the Administrator of PHD studies and state the number you have been given.

- ISSN
In addition, all dissertations need an ISSN number (the department’s number). When you contact the Administrator of PHD studies with your ISBN number you will receive the ISSN number back, as well as a list of all dissertations previously published by the department. An updated list is put at the back of each new dissertation.

- Visual identity
There are rules of how dissertations published at Stockholm University should look. Read more about the visual identity here.

- Printing
It is your responsibility to contact the university library to arrange for the printing of your dissertation. Please find more information here.

By order of the Head of Department each dissertation should be printed in 180 copies. Have the order delivered to the department by stating the address of the postal room on the 7th floor.

When the dissertation has been printed and delivered, the Administrator of PHD studies needs to be notified. The administrator is responsible for dispatching the dissertations. You are responsible for providing the addresses of the dissertation committee members and the opponent in good time.

At least three weeks before the defense is taking place the administrator will send your dissertation to the opponent and members of the dissertation committee. You will receive 50 copies to distribute freely. The copies that are left will be available for sale at the department (the Administrator of PHD studies is responsible for the selling). Only five copies will be kept in the archive after five years.

The department covers the printing costs, and the invoice will be sent from the university library directly to the department’s Financial Officer.

5. Dissertation formalities

- Abstract
According to the Stockholm University Rules & regulations on Education at PHD level & research (Book 2) all doctoral and licentiate dissertations written in Swedish need an abstract in English, and vice-versa.

- Nailing your dissertation
In keeping with the vice-chancellor’s directives, dissertation defenses are announced in DiVa (Digitala Vetenskapliga Arkivet) on the dissertation-nailing day, three weeks prior to the public defense. Please find more information about how to nail your dissertation and how to create the nailing page here.

- List of previous dissertations
At the back of each new dissertation there needs to be a list of all dissertations previously published by the department. You will get the list from the Administrator of PHD studies after you have received your ISBN number from the library (see point 4).

6. Reception and dissertation party

If you wish, you can have a reception at the department after your public defense. The reception is arranged by Pernilla Nordahl. Please contact Pernilla well in advance to book a room (usually F702) and let her know the requests you may have.

A dissertation party is arranged by the PHD student him- or herself, and the department has no guidelines for it.

7. Apply for your degree

When the successful public defense has been reported in Ladok (as well as all other course credits), then you can apply for your degree. Please find more information here.