PhD defence and reception for PhD students not employed at the Department of Public Health

It is recommended to hold the PhD defence either in 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 can assist with booking the room after consulting with you.

It is a good idea to also schedule a rehearsal defence in the chosen auditorium. For 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.

Contact Health IT as soon as the auditorium is booked. They will provide instructions on the technical setup.

Note that you need to arrange for a "technical helper" (e.g., a colleague or a family member) who can be present during the defence. Health IT will be available for backup via mobile.

The printing of the dissertation is done through the Printing Service at AU. For this purpose, a requisition form must be filled out online.

If you have any questions about filling out the form or about formatting and printing the dissertation, it is highly recommended to contact the Printing Service directly.

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 listed in the online calendar.

Remember to mention in the press release that anyone interested can request the Zoom link from you, if relevant.

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 venues. Typically, the Lunch Room in building 1261, the William Scharff Auditorium in the Lake Auditoriums, or the cafeteria at Sport Science are used.

You are responsible for ordering and paying for refreshments. It is recommended to use either the Mathematical Canteen (link in Danish only) or Jespers Torvekøkken for delivery.

Please note that you are responsible for cleaning up after the reception.

Here is the practical information regarding receptions in the above-mentioned venues:

• 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 concludes.
• Gitte can arrange in advance with an auditorium guard when the exterior doors will be locked in the building where the reception is held. Please coordinate further with her. I
  • It is always a good idea for you - and preferably a couple of colleagues - to have a key card with you.
  • Note that even though campus security is informed that you may be present after regular working hours, a guard may still appear during the event to check your identities.
• For receptions in the lunch room in building 1261, you are welcome to use the reception refrigerator for any food and/or drinks that you bring yourself.
• When cleaning up, all utensils, plates, glasses and trays should be returned to the caterer.
  • For orders from the Mathematical Canteen: Place as much as possible of what needs to be returned on a rolling cart. (For receptions in the lunch room, there will likely be a rolling cart nearby; check the elevator if necessary. For receptions in the William Scharff Auditorium, the rolling cart must be placed outside the room.) You do not need to wash the dishes. Just empty glasses and remove the worst food residues from trays and plates. Please place glasses upside down in their respective boxes to prevent any liquid from running into the boxes.
  • If you've borrowed extra kitchenware from the lunch room, remember to put it in the dishwasher so they are not returned to the caterer. They should only receive kitchenware for the number of people ordered for.
• Remember to double-check that all lights are turned off and all doors and windows are closed before leaving.