PhD defence and reception for PhD students employed at the Department of Public Health

Usually, the Department's PhD defences are held either in the Samfundsmedicinsk Auditorium (1262-101), in one of the Lake Auditoriums, or in the auditorium at Sport Science. You may find a list of available auditoriums here. Gitte will book the room after consulting with you.

It is a good idea to also schedule a rehearsal defence in the chosen auditorium. During such rehearsals, it is possible to have someone log in via Zoom externally, i.e., without an AU-ID and without a VPN connection. This is especially advisable if external examiners or other important attendees need to participate via Zoom.

You should contact Health IT as soon as the venue is booked. They will provide instructions on the technical aspects.

Note that you must arrange for a 'technical assistant' (e.g., a colleague or a family member) who will be present during the defence. Health IT will only be available as backup support over the phone.

Printing of the dissertation is done through the Printing Service at AU. In connection with this, a requisition form must be filled out.

The requisition is filled in online, and in addition to specifying your printing requirements, you must remember to fill out the following when placing your order:

• Department/section: Public Health
• Electronic Invoicing, EAN: 5798000418554
• Department's location number: 4411
• Under Modtager, write project 900491 and activity 89626. Do not specify any amount. You are the requester, so fill in your AU-ID in the bottom left field. If you have any questions regarding layout or printing of the thesis, it is strongly recommended to contact the printing office directly.

The Department will cover the cost of up to 75 copies. If you require more, you must first discuss it with Annette Bachmann.

The official press release regarding your defence must be sent to the Graduate School no later than three weeks before the defence. You may find more information and a template here.

The Graduate School ensures that the defence is added to the online calendar.

Remember to mention in the press release that anyone interested can request a Zoom link from you – if applicable.

You are welcome to send out the general invitation to colleagues yourself via email. This also applies to inviting people outside the Department, including family and friends.

Gitte can assist with booking a venue as well as arranging the catering from the Mathematical Canteen.

Typically, the Lunchroom in building 1261, the William Scharff Auditorium in the Lake Auditoriums, or the canteen at Sport Science are used.

The catering usually consists of a small buffet (4 cold dishes, bread, and cake) and beverages. The Department will cover the cost up to a certain limit (usually a maximum of 40 people). The canteen will set everything up so that it is ready when you and your guests arrive at the reception.

If you prefer to order catering externally at your own expense and/or bring e.g. extra beverages, you are welcome to do so.

In any case, please be aware that you are responsible for cleaning up after the reception.

Below is some practical information regarding receptions. You will also receive information about this via email approximately one week before the defence.

• When you and your guests leave the auditorium, make sure to take all bags, jackets, computers, flowers, etc., with you, as the doors will lock and the alarm will be activated after the defence ends.
• Gitte will arrange in advance with an auditorium guard when the exterior doors will be locked in the building where the reception is held.
  • Therefore, it's a good idea for you - and ideally a couple of colleagues - to bring a keycard with you.
  • Note that even though the guards are informed that you are present after normal working hours, a guard may still show up during the event to check who you are.
• The Mathematical Canteen will arrange for food and drinks to be placed in the reception area.
• For receptions in the lunchroom in building 1261, you are welcome to use the reception fridge for any food and/or drinks you bring yourself.
• When cleaning up, all utensils, including glasses and trays must be returned to the Mathematical Canteen:
  • Stack as much as possible of what needs to be returned on a trolley. (For receptions in the lunchroom, there will likely be a trolley nearby; check the elevator if necessary.) For receptions in the William Scharff Auditorium, the trolley should be placed outside the door.)
  • You don't need to do the dishes. Just empty glasses and remove any leftover food from trays and plates.
  • Glasses should be placed with the foot downwards in their respective boxes to prevent any liquid from leaking into the boxes.
  • If you borrow extra utensils from the lunchroom kitchen during the event, remember to put them in the dishwasher so they don't return to the Canteen. The Canteen should only receive utensils for the number of people for whom catering has been ordered.
  • Unopened beverages should be returned, so make sure you pack all of these for the Canteen - and also remember to take any of your own brought bottles back home with you.
  • You are welcome to take any leftover food and open beverages home. (Feel free to bring foil, bags, etc., from home in advance.)
  • For receptions in the lunchroom, please fold the tablecloths neatly and leave them in the room, for example, on a windowsill.
  • The flowers from the auditorium you should of course take home, but please leave the vase behind as it will need to be used again for the next PhD defence.
• Please remember to double-check that all lights are turned off and all relevant doors and windows are closed before leaving.