Preparations for the public defence Dissertation examination,: preparations and communications, Joensuu campus Amanuensis Kaisu Kortelainen, Philosophical Faculty

Preparations for the public defence / Kaisu Kortelainen 2 “I have the permission for public defence. What to do next?” There is a lot of preparations and practical things to do and the doctoral candidate is in charge organizing those preparations! You can find a good checklist of the things you must take care from the internet page Guidelines for the Doctoral Candidates: The public defence is an unique happening for the doctoral candidate. Do not hesitate to ask advices from your supervisor or the Custos or somebody else who knows the practices and conventions.

Preparations for the public defence / Kaisu Kortelainen 3 Timetable Planning the timetable with help of the supervisor/custos Take account the time needed for revision in the dissertation text and for layout and printing the books. Be realistic: it takes a lot of time to make the last checks = “dot the i's and cross the t's”. The printed dissertation must be in campus library for public display ten days before the public examination. Take account the opponent’s timetables It is good to book the auditorium for your public defence immediately when the date has been set. The auditorium can be booked by faculty administration or by the Office of Facilities Management (in Joensuu campus: seija.raty(at)uef.fi) Book the place for postdoctoral party, Karonkka, soon after the date has been set. The invitations for the public defence and karonkka can be sent after the faculty has made an official decision about your public defence.

Preparations for the public defence / Kaisu Kortelainen 4 The revision of dissertation It is important to read the pre-examination statements carefully and discuss with the supervisor about the pre-examiners’ suggestions for corrections and improvements to the dissertation It is good to make a list of corrections you are going to carry out: The most important and substantial changes first and the corrections with minor importance last. In the case of lack of time you have made the most important corrections first. Remember to validate your arguments if you leave aside some of the suggestions from pre-examiners. It is possible that the question comes out in the public defence. Don’t forget the proofreading and language checking. All mistakes and misprints in the dissertation are bothersome most of all for the doctoral candidate self.

Preparations for the public defence / Kaisu Kortelainen 5 Making the publication It is important to plan the timetable for making the publication with the editor and the press. Make the publishing agreement with the editor. Ask the offer from press. Find out who will pay the bill. In case of article based dissertation you have to ask permission from the original publisher for republishing the articles in your printed dissertation. It is good to give the layout work for expert if you have not experience or time to do it yourself Ask for the preliminary print of the text with layout. Check it carefully Make the agreement of electronic publication with library if needed Take care that everything is done on schedule!

Preparations for the public defence / Kaisu Kortelainen 6 The delivery of dissertation Take care that the printed dissertation is delivered in time to the faculty and library. Deliver the pdf-document of the finished layout for the opponent if it seems that the printed book is ready in the nick of time. Clear up what are the instructions of delivery in your faculty Take care that the book is delivered to the opponent, custos, pre- examiners, supervisors and other persons who are involved with your research Deliver the dissertation for the Rector or Academic Rector. You can book the appointment from the secretary:

Preparations for the public defence / Kaisu Kortelainen 7 “The printed dissertation is ready. I can see the goal!” Take care of press release and send the details of the public examination to the Communications and Media Relations Office Set date for the photography Book the coffee (that will be served after public defence) and ask for the offer from Amica or use other alternatives Organize the karonkka and ask for the offer –Karonkka is arranged for the honor of the opponent –You can ask supervisor or custos about the traditions in your field –The instructions for traditional karonkka: –Karonkka is allowed to look like your own post doctoral party –If needed ask help from you family members or friends

Preparations for the public defence / Kaisu Kortelainen 8 Preparations for the public defence day The opponent is making the preparations for the public defence. He/she is responsible for the debate and the script of the public defence. The doctoral candidate is preparing his/her lectio praecursia. Make it in time and practise reading it aloud. Lectio is allowed to take 20 minutes. Write down your “lines” during the procedure of the public defence Ask the porter in charge of the building to assist in the use of the audiovisual equipment in the room. And take care that somebody is going to bring a water can and glasses for the opponent, custos and you. Usually the custos arranges short meeting for the opponent and doctoral candidate before the public defence The opponent defines the formality of the debate

Preparations for the public defence / Kaisu Kortelainen 9 Feeling nervous? Explore the procedure and the form used in public examinations. Visit some public examination and think how the procedure works in practise Visit the auditorium in advanced an exercise in you mind Be conscious of that all persons in audience are happy for your achievement. You have finished your dissertation! Think about the positive atmosphere. Take into account the audience in public defence. Look the audience when you speak. You have a great possibility to discuss with an expert about the research of your interest Remember that you are the best expert on your research!

Enjoy your public defence!