The private defence and PhD thesis defence can take place in two different ways:
First system
The private defence is the first step in finalizing the work on the thesis. Following the private defence the thesis jury will decide on the admissibility of the thesis and whether or not to authorize the doctoral students to publicly defend their thesis. It consists of a scientific exercise (written and oral) during which the subject of the thesis is thoroughly analyzed and questioned. It provides the opportunity to test the candidate’s research and scientific questioning skills. The private defence takes place without an audience, only the members of the entire thesis jury is present.
In preparation for this evaluation, the thesis jury will ask the doctoral candidates:
- to submit the provisional text of their thesis, no later than one month before the fixed date (it is either an original essay or an essay accompanied by a set of publications and productions of which they are the author or co-author, an essay related to a work, a project or production of which they are the author or co-author). The manuscript is written in French, English or another language accepted by the jury (if the nature of the thesis justifies it).
- to give an oral presentation of the work carried out and to answer a series of questions. The full jury is present during the private defence (physically or by videoconference). In the event of unforeseeable circumstances, an absent member shall submit in a timely manner a written report and any questions they wish to put to the candidate. If the thesis jury confirms the admissibility of the thesis (often with some modifications to be made to the provisional text), the PhD thesis defence may be organized (at the earliest one month after the private defence).
The PhD thesis defence constitutes the last stage of the doctoral programme. At least two weeks before the thesis defence, candidates give a bound copy of their thesis to the members of the jury, which has been approved by their supervisor(s), and another copy to the relevant doctoral committee. Candidates shall send an electronic copy to the department responsible for electronic theses. This is a public lesson presenting the results of the research work and allowing candidates to demonstrate their qualities as a communicator and ability to make information accessible to a diverse audience. At least half of the jury members (2/3 for PhD students in the transitional regime) actively participate in the public defense of the thesis. Absent members provide the Chair with a written report and any questions they wish to ask the candidate. It is especially an opportunity to celebrate access to the qualification of doctor in a solemn setting where protocol and the presence of certain university traditions are present (ritual associated with the interventions, wearing of the academic gown by the members of the jury, presence of relatives of the candidate, etc.). It is at the end of this test that the thesis jury confers on the doctoral student the academic degree of doctor of UCLouvain (without a grade).
A second system for the finalisation of the doctoral thesis is also possible and provides that both defences (private followed by public) take place in the same timeframe. In this case, the admissibility of the thesis will be declared, at least one month before, solely on the basis of the provisional thesis text without an oral presentation. The notice of admissibility is recorded in writing.
Second system
Some doctoral schools allow the organisation of a dual defence (private defence and public defence) in the same time frame (on the same day or within 48 hours).
In this case, the decision on admissibility must be made before the private defence. The possibility of requesting the modification of the text therefore remains an absolute prerogative of the members of the jury in both systems. However, while the first allows jury members to require modifications during the private defence, the second invites people to come forward on this subject before the private defence. In all cases, the finalised text (if applicable after modifications have been made) must be sent to the members of the jury at the latest one month before the date of the private defence.
To ensure that the timetable is as similar as possible in both systems, it is agreed that the moment of the decision on admissibility for the public defence (decided during the private defence in the first system) constitutes the time of reference in the second system.
The date of the decision regarding admissibility is chosen collegially by the jury, in agreement with the doctoral student.
Candidates must send the provisional text of their thesis to the jury members one month before the scheduled date when admissibility is decided. All the jury members are then required to choose one of the three following options:
- The thesis is deemed admissible. In this case, the private defence and the public defence must take place at the earliest one month after the admissibility decision :
- The thesis requires some minor modifications. In this case, the maximum delay for modifications is three months, at the end of which the private defence and the public defence must take place. The member of the jury is asked to clearly indicate their expectations regarding the changes deemed necessary, in the knowledge that in this case, the thesis cannot be refused again. The supervisor is responsible for checking the modifications before giving the go ahead for the private defence.
- The thesis is deemed inadmissible. In this case, the procedure is stopped and a new schedule is considered. The member of the jury who disputes the admissibility of the thesis is required to justify their decision by explicitly indicating the problems identified upon reading the document. It is enough that only one of the members of the jury indicates that the thesis is inadmissible for a decision of inadmissibility to be recorded.
