PhD ceremony request

When a PhD thesis is finished and approved by the supervisors, a PhD candidate can request the PhD ceremony” in Hora FinitaThis entails the following consecutive steps:

  1. On the Graduation phase tab, the PhD candidate uploads the complete manuscript including a portfolio, enters the manuscript title and project summary/description and requests the PhD ceremony. 
  2. a) Upon PhD ceremony request, all supervisors (promotors and co-promotors) receive an e-mail from the system to officially approve the manuscript. 
    b) Simultaneously, the reference check of the manuscript will be performed by the Graduate School. The reference check report will be uploaded in Hora Finita within five working days. The supervisors will receive an e-mail notification that the report is available in Hora Finita for assessment.
    NB. Ensure that all supervisors are correct before requesting the PhD ceremony. When any supervisors are changed after uploading the PhD ceremony request, the reference check will be removed from the system and needs to be manually uploaded again.
  3. After complete approval of the manuscript by the supervisors:
    1. The first promotor is asked to submit a proposal for the composition of the assessment committee of the manuscript, with one member being the chair of the committee. Usually, the members have already been "informally" asked if they want to take place in the assessment committee.
    2. The PhD candidate can set one official defence date. Go to the PhD calendar to see which dates and time slots are still available. PhD defences are possible on Tuesday and Wednesday at 10:30, 13:00 or 15:30 in the prof. Querido hall in Erasmus MC. On Thursday (10:30, 13:00 or 15:30) and Friday (10:30 or 13:00), PhD defences take place in the Senate Hall in the Erasmus building on campus Woudestein. 

      The defence date needs to be set at least 5 months in advance. As soon as you know your preferred date and time, contact the Beadle’s office by phone (0031 10 408 1006, Mo-Fr 09.30-13.00) or e-mail ( Please note: The PhD calendar is updated daily as much as possible and may therefore not always be completely up to date. The Beadle’s office will confirm your preferred choice. 
  4. The proposed members of the assessment committee need to be approved by the Beadle’s office and by the faculty dean.
  5. After approval, the proposed members of the assessment committee receive an invite to join the assessment committee andtoreview the manuscript within 30 days.The chair of the assessment committee is additionally asked to give a final judgement after all members have assessed the manuscript.
  6. Once the manuscript is approved by the assessment committee, the first promotor is asked to submit a proposal for composition of the full doctoral committee.
  7. The proposed members of the doctoral committee need to be approved by the Beadle’s office and by the faculty dean.
  8. After approval, all committee members receive an e-mail with the final date of the PhD defence.
  9. After the PhD defence, a PhD candidate can apply for a thesis reimbursement of max. €750,- for printing costs.