The most common complaint among PhD candidates is the dozens of things to take care of during the last stages of completing a PhD. Everyone does eventually manage to accomplish them, but many are flustered by the things that need to be done in order to get the precious diploma at the end of four years of hard work. The most important factor to reduce stress is to plan ahead of time, paying close attention to all the small details.
To start off, the date of your defense needs to be registered at least six months in advance at the registry of the doctoral board. However to do so, the permission of the promoter is required, and the `green light' is only given after the submission of the first draft, but this procedure can vary from group to group.
When booking the defense date, some factors have to be taken into consideration. Preferably, the date should not be booked too close to the vacation period, as it may be difficult to arrange for committee members to attend. Fridays are popular to book your defense date. It is easier for friends to join in the celebrations, especially if they come from overseas or other parts of Holland. However restaurants tend to offer a bigger discount for group bookings on other weekdays, an important consideration for those wanting to keep an eye on their budget.
Once the day has been chosen and the thesis has been approved, the candidate should personally contact the committee members. This is not compulsory, but it may work to one's advantage. Often during discussions with committee members, PhDs can gain valuable hints which give clues to the topic areas where questions could be raised during the actual defense ceremony.
Candidates may have international committee members. Even though the secretary of the group looks into booking the hotel reservations, it remains the candidate's responsibility to ensure that the job has been done. Hotels on campus are booked well in advance, so it is never too early to confirm reservations.
Another nightmare candidates often face is getting the thesis printed on time and in the correct style. At the website of the Human Resource Department (PA&O), it is stated that a reimbursement of 1,400 euros is given towards the costs to print the thesis. However additional funding can be obtained from the group or other organizations that participated in the research project.
There are a wide range of printing companies to choose from, and the packages they offer can vary with respect to quality and price. To help make a decision, ask the company for a sample booklet. These booklets usually give you a good idea of what to expect. Some companies may also provide discounts of up to 10% if you can get a group of ten candidates to agree on contracting a particular company. Keep in mind that companies generally need four weeks to print the books. If the accuracy of color representation is an important factor then allow for more time. In certain instances, color matching can be a highly tedious and time-consuming process. Once the books are in hand, they need to be posted in time for committee members to read them.
The defense ceremony is a formal event. Special suits are available to rent and the costs may vary from 150 to 450 euros. Candidates should always check clothing items before taking them home. It is not uncommon for one cuff link to be missing or to find a small hole in the fabric. Most of the time, it is difficult to prove damages already existed, and one may end up paying a fine.
Everyone likes to celebrate after the defense, but in Holland this can be expensive. Draw up a guest list. This may seem trivial, but it may be quite embarrassing if a close friend or colleague is not invited. Candidates can arrange for a complete dinner or a cocktail party. Generally, having a cocktail party is cheaper if a large number of guests, in excess of fifty, are expected.
Once the party is over and the guests have left, take time to savor the joy of holding the diploma in your hand. Replay the defense videos again and again and congratulate yourself on a job well done. You deserve it!
For further information or questions, contact Astrid Scholtens-Hofenk: 053 489 4471 or email: [email protected].
