Public examinations of doctoral theses are recommended to be organised remotely. In order to qualify as public events, all public examinations must be organised in an interactive manner (for example on Zoom).
The Regional State Administrative Agency for Southern Finland will lift restrictions on gatherings in the Helsinki Metropolitan Area as of 1 October. This means that all spaces at Aalto University may be used to their full capacity starting from the beginning of October.
To ensure health security, general hygiene requirements will stay in force. In other words, we will take care of good hand hygiene, maintain distances and do not come to campus if ill. The use of face masks is recommended, and workspaces should still be reserved through the Aalto Space app.
Event organisers are responsible for the health security of the event. Event-specific security and hygiene plans will no longer be mandatory. Instead, making an ordinary facility use notification will suffice (https://www.aalto.fi/en/services/aalto-university-facility-use-and-event-security-notification-form). The events team of Lobby Services will be happy to give you further information and advice: [email protected]. The organiser collects the contact information on the participants to be used later if needed for tracking Covid19.
Participants (opponents, guests)from abroad may be invited to public examinations of doctoral theses if their visits can be arranged in compliance with health security requirements and national and regional travel restrictions in force on the date of the public examination. However, as restrictions may change rapidly, remote participation is recommended. In other words, you need to keep up to date with the guidelines as they are updated and adhere to them. Whenever Aalto University receives visitors from abroad, the situation has to be assessed (‘checklist for arrival’) and the approval of the head of the department is required.
We hope that doctoral students are able to graduate as scheduled. In the case the Covid-19 situation takes a turn for the worse and the authorities issue more restrictive guidelines, it is possible that Aalto University also has to adopt stricter instructions.
Before a remote public examination of a doctoral thesis
Make an ordinary facility use notification (https://www.aalto.fi/en/services/aalto-university-facility-use-and-event-security-notification-form). The events team of Lobby Services will be happy to give you further information and advice: [email protected].
Please ensure well in advance that the space has the appropriate equipment.
Get the approval of the head of the department. If the event will be attended by visitors from abroad, make a situational assessment.
Contact IT Services several days in advance to agree on IT support for the remote public examination by writing to [email protected].
Please take the time difference into consideration. If you need to start the event later or the remote connections do not work, making it necessary to postpone the public examination, inform the planning officer/coordinator of your doctoral programme.
The public display of the doctoral thesis will be arranged as an online display according to the updated degree regulations on doctoral education. This means that the summary and unpublished articles have to be displayed online for ten days. This PDF document containing the previously unpublished texts has to be accessible to users who have an Aalto username. In addition, the file must be made available for third parties upon request in accordance with the Act on the Openness of Government Activities (621/1999). The address for such requests is [email protected]. The event information on aalto.fi has to include a link to the online display and in case of online public examination the link to Zoom or Teams via which the public can participate the event. The public online display is not the same thing as archiving the doctoral thesis in the Aaltodoc publication archive.
The person organising the public examination of the doctoral thesis (the doctoral student or the department personnel as per the custom of the school) emails the programme of the public examination to the doctoral student, the opponent and the custos in advance to ensure the smooth running of the public examination.
The dress code should follow Aalto’s usual instructions, taking account of the formality and importance of the event. If necessary, the doctoral student will decide on the dress code.
In the case the travel arrangements for the opponent need to be cancelled, please directly contact Travel Services ([email protected]).
During the public examination
An interactive online platform, such as Zoom or Teams, is to be used during the public examination so that the event qualifies as a public event. As the Panopto software does not allow such interaction, it may not be used.
Further instructions on Zoom: https://www.aalto.fi/en/services/zoom-quick-guide
If you want to record the event, please remember to get permission from the opponent and the custos.
The doctoral student and the custos must be seated at a sufficient distance (2m) from each other. Hygiene has to be ensured. Test the conference phone in advance to ensure optimum sound quality. Do not come to the campus if you are ill.