Your public defense


Once you are admitted to the public defense, the Faculty Student Administration makes sure the date of your defense is published on the Ghent University website, usually sooner than 60 days after the first meeting of the exam commission.

You will be requested to register for the doctoral exam and to pay the exam fee.

Dissertation hard copy

For your public defense, you will need to print public hard copies of your dissertation to hand out to the Faculty Student Administration, the exam committee and the audience.

  • Apply the guidelines for your thesis
  • Ask for a ISBN number (do this in time - procedure can take about 3 working days)
  • Print your dissertation, for example at University Press. This takes no longer than 3 working days.
  • Publish your dissertation on Biblio, make a printscreen of the proof and upload it in the platoplatform or mail it to the Faculty Student Administration.
  • Hand in 3 (instead of 4) hard copies and the proof of the Biblio submission to the Faculty Student Administration.
  • In agreement with the jury members and at least 48 hours prior to your public defense, give a copy to each member of the exam committee, unless they have decided differently.


After a positive internal defense, you can start organizing your public defense. Your defense will take minimum 1 and maximum 2 hours.

Check  Doctoral Schools measures in response to COVID-19 for information about Phd defenses


1. The room for your defense

  • A room in Coupure Links will be booked automatically by the Faculty Student Administration. Have a look at the room plan of room A0.1 Azalea: 50 persons - 80 persons
  • If you want to defend in Het Pand, you have to organize your defense by yourself. In this case, inform the Faculty Student Administration:  

2. Find a room for the reception after the defense:

  • Agora, block E: reservation via Centauro


  1. Make an invitation for your defense: use this template
  2. Send your invitation to , and to your guests, minimum 14 days before your defense


During the public defence, professors are invited to wear a gown. For gentlemen, please wear the gown on a dark suit with white shirt and tie. For ladies, please wear the gown on dark business attire and a white blouse. The jury members and the promovendus are requested to wear business or lounge suits.

Prepare the room (Pre-corona)

(only for defenses at campus Coupure)

  1. Pick up the key for your room in room A0.035 during working hours
  2. If you need more than 50 chairs, pick up extra chairs in the basement
  3. If you need video conferencing, contact beforehand
  4. Check if the beamer and computer work
  5. Provide a table, chairs, water and glasses for the exam committee

After the defense (Pre-corona)

(only for defenses at campus Coupure)

Clean up the rooms, and leave the campus before 22:00.