Guidelines and recommendations

Acknowledging the doctoral candidate as a member of the academic community is a starting point for a good supervisory relationship. The doctoral candidate has a professional right and duty to participate in sustaining and developing the academic community, regardless of the employer or funding source.

The faculty appoints at least one supervisor for each doctoral candidate already when granting the doctoral study right. The doctoral candidate and supervisors are encouraged to interact and co-operate regularly and systematically. The supervising process and arrangements should aim at supporting the doctoral candidate’s development into an independent and responsible member of the academic community. Doctoral candidates are encouraged to seek support and supervisors should actively offer it, especially at the early stages of the doctoral path when the foundations of the whole process are built.

It is recommended to include doctoral candidates in teaching and supervising already at the beginning of the doctoral path.

Developing a good supervisory relationship is one of the prerequisites for a successful dissertation. At the University of Lapland, the supervisor encourages the doctoral candidate in taking an active role as an acknowledged member of the academic community. In the academic community, supervising is seen as both a duty and a right of the candidate, the discipline and the academic community at large. Supervising as a process supports the doctoral candidate in building ties to the academic community while assuring quality of research.

Our supervising practices aim at creating systematic communication and co-operation between the candidate and supervisors on a regular basis. The recommendations outline responsibilities and duties at a general level to be defined more accurately by the parties involved. Supervising practices vary somewhat between faculties due to field-specific differences the working environment, for example. We gave consideration to the viewpoints of the candidate, the supervisor and the faculty when outlining these recommended practices.

1. The faculty appoints at least one supervisor for each doctoral candidate when granting the doctoral study right. The primary supervisor is appointed from the faculty where the candidate will graduate from. When deemed necessary, it is possible to appoint other supervisors as well. The primary supervisor should be a professor or a doctoral degree holder. Other supervisors can be based in other faculties or universities in Finland or abroad.
2. The faculty officially appoints supervisors and confirms supervisory relationships. Officially confirmed supervisory relationships are public information. The primary supervisory has the right to be heard when other supervisors are appointed and when the pre-examiner and opponent are chosen.
3. The doctoral candidate has the possibility to influence in the choice of supervisors. The candidate can suggest suitable academics and his or her opinion is taken into account.
4. It is possible to make changes to supervising arrangements as the research proceeds. An official change of supervisor can be made if the research topic takes a new focus or the supervisory relationship does not work. In such a case, the candidate or supervisor should request for a change.
5. The leadership of faculties and units is responsible for being active when a conflict in a supervisory relationship takes place. If the conflict is so strong that it cannot be solved by means of guidance, it is possible to discontinue the supervising agreement. The faculty confirms the discontinuation and appoints a new supervisor. In conflicts requiring labour protection, measures are taken according to relevant guidelines.
6. The candidate is the key contributor to the dissertation and is responsible for its progress. The candidate has the right to ask and receive comments from supervisors. The candidate is also responsible for informing the supervisors about progress. The researcher has the right to decide about public communication and any presenting connected with the research.
7. The supervisor is responsible for guiding the candidate and supporting the candidate in building academic expertise. The supervisor commits to advance the dissertation on a long-term basis and advise about the content. Supervisors assure the quality of the dissertation and its eligibility for pre-examination. It is recommended that the supervisors agree on how responsibilities are shared. Supervising cannot be, and it should not even be, always like-minded. The supervisors should recognise any disagreements and let the doctoral candidate make independent decisions.
8. The supervisory relationship is part of the research process which automatically entails research ethics. The guidelines for research integrity support responsible conduct of research. Both the doctoral candidate and the supervisor should familiarise themselves with the recommendations made by the Finnish Advisory Board on Research Integrity about supervising and examination of a dissertation.

The Doctoral School recommends that the doctoral researcher and the primary supervisor make a supervising agreement at the beginning of the doctoral path. In addition, you should co-operate to make the doctoral researcher’s personal study plan (in Finnish referred to as JOPS, jatko-opintosuunnitelma). You can combine these two into a single document if it seems useful. Please check and update the content of the document(s) regularly as the doctoral research proceeds.

The guidelines of the Finnish Advisory Board on Research Integrity (TENK) advise you to agree on at least the following:
• aims of the dissertation
• planned schedule for doctoral studies
• responsibilities, duties and rights of the candidate and supervisor
• studies and how to prepare for supervising meetings
• principles for supervising and frequency of meetings
• solving problems connected with supervising
• authorship in article dissertations and joint articles
• principles for completion and assessment of articles
• collection, use and future use of research data
• third parties participating in the research
• proper procedures from the viewpoint of research ethics in the research
• need for ethical review
• potential double degree and how to complete it.

As you are a ULapland doctoral candidate (grant or self-funded), you can apply for a researcher room at the campus. Researcher rooms – located in the library.

1. Download and fill in the Tutkijahuonehakemus/Application for a researcher room Please specify the funding source of your doctoral research and funding plan as well.

2. The application should be appended with your supervisor’s recommendation. The recommendation should explain the current stage of your research and justifications for granting a researcher room.

A researcher room can be granted for a period ranging from three months to three years.

Marko Orajärvi
hankintapalvelut(at)ulapland.fi

As a doctoral researcher, you represent leading expertise in your field, so it is important that information about your research and related publications is as easy to find as possible. The Lapland University Consortium Library has compiled the following guidelines:

• Keep your profile in the research portal up to date >

• Make use of researcher networking and visibility services >

• Create an ORCID iD>

Doctoral dissertations at the University of Lapland are primarily published electronically in the university’s own series, Acta Electronica Universitatis Lapponiensis. The platform for publication is the University of Lapland’s open repository, Lauda.

Learn more about the dissertation publication process and guidelines >

The faculty council will appoint the opponent and the custos. Doctoral candidates may contest these appointments if they have reservations concerning the impartiality of the nominees.

The public examination is usually arranged circa eight weeks after permission to defend the dissertation has been granted. The faculty confirms the date of the public defence.

Once the permission has been granted, the custos and the administrative secretary of the faculty agree on advising the doctoral candidate. The faculty covers the opponent’s travel and accommodation costs. The administrative secretary helps the custos with practical arrangements.

The date of the defence is primarily a weekday. If the public defence will be held at the university’s premises, please contact the faculty office early on to reserve the room. Please mention about any specific requirements that you may have for the room. The faculty office will also take care of distributing copies of the dissertation to the custos, opponent, and on public display.

All public defences are streamed online. The administrative secretary of the faculty makes the arrangements with the e-learning services.

The doctoral candidate, custos and opponent meet on the day of the public defence before the defence to discuss how the event proceeds; there is some variation between faculties. The doctoral candidate, custos and opponent together agree on the meeting and the administrative secretary of the faculty helps with practical arrangements, such as reserving a room or ordering lunch and coffee.

In the public defence, the attire of the doctoral candidate, opponent and custos will be dignified and suited to the occasion – it must be discussed and agreed on earlier by these three. You can wear either a tailcoat or a dark suit or a black (dark) dress or a two-piece suit (skirt or trousers). Insignia are not used. Jewellery should not be prominent. An international opponent can wear a doctoral gown.

There is no dress code for the audience at the public examination.

These guidelines describe academic traditions, but it is not required that you follow them to every detail.

Option 1: A black, navy or dark-grey suit, single- or double-breasted – the fabric can have discreet stripes. A potential waistcoat should be made of the same fabric as the suit or its colour should be in harmony with the suit. White shirt. A tactful tie or bow tie that works with the suit (not white). Dark socks and shoes with slim soles.

Option 2: An elegant black (dark) dress or a light two-piece (skirt or trousers). Light shoes. Socks should complement the dress, e.g. the colour can flatter that of the shoes.

Option 1: A black tailcoat with matching trousers that have satin on the side seams. The coat is not buttoned. A black waistcoat (also in the evening event, if only men are present). A white starched shirt with a stiff front and collar. A white bowtie. No handkerchief at daytime. Black socks and shoes with slim soles (not patent leather at daytime). No wristwatch. For outdoor clothing, a black coat or cape, a white scarf and white gloves.

Option 2: A black, high-necked, long-sleeved dress or two-piece (skirt or trousers). Black gloves. Graceful shoes.

Typically, public defences are announced to begin at 12:00. It is advisable for the audience to be present by this time. Audience members can take flowers or presents with them to the defence room, but they are handed over to the doctoral candidate after the defence when coffee is served and congratulations are given.

The public defence begins when the doctoral candidate, custos and opponent arrive – in that particular order – into the defence room fifteen (15) minutes past the announced time of the event. When the doors open to the candidate, the audience stands up.

The custos and the opponent, provided that they are doctoral degree holders, carry their doctor’s hats in their hands when entering and leaving the defence room. For the duration of the public defence, they place their hats in front of them on the table with the lyre emblem facing the audience. If clip-on microphones are used, they are switched on only in front of the audience.

The custos will introduce the doctoral candidate and the opponent and will open the examination by saying: “As the custos appointed by the Faculty of [X], I declare this public defence open.”

The audience will take their seats. The candidate will deliver his or her introductory lecture: lectio praecursoria.

At the public examination, the form of direct address is “Mr / Madam Opponent”. It is advisable to practice these expressions beforehand to ensure that verbal communication in the public defence is fluent and correct.

After the lectio praecursoria, the doctoral candidate remains standing for the duration of the opponent’s opening speech. The opponent stands up to make a brief statement about the scientific status and significance of the dissertation and about other general issues. The candidate listens to the statement standing, looking at the opponent. At the end of this brief statement, the opponent announces that he or she will continue with more detailed observations. The opponent and the candidate will take their seats.

The actual examination of the dissertation is carried out as a dialogue between the opponent and the candidate. The opponent discusses the whole dissertation focusing on both general questions and details. The candidate responds to the comments and questions, defending the choices, conclusions and results of the dissertation. Responses are typically begun by saying, for example, “Mr / Madam opponent”.

The opponent is allowed to spend a maximum of four (4) hours on the examination. If the examination takes more than two (2) hours, including the lectio praecursoria, the custos may announce a break of 15–30 minutes.

At the conclusion of the examination, the opponent makes a final statement. The doctoral candidate stands up to listen to it. The candidate looks at the opponent. At the end of the final statement, the opponent announces whether he or she will propose to the Faculty that the dissertation be accepted.
The doctoral candidate will remain standing to thank the opponent. The doctoral candidate can freely formulate his or her thanks, but the nature of the event will naturally be taken into account.

After thanking the opponent, the doctoral candidate will ask the audience to make comments and pose questions: “If anyone present wishes to make any comments concerning my dissertation, please ask the custos for the floor.“

While the candidate remains standing, the custos will give the floor to any extra opponents and see to that the candidate has the opportunity to reply to each comment and that the comments do not digress from the topic at hand. Typically, there indeed are no extra opponents.

Finally, the custos will stand up to announce that the examination is completed. The candidate, custos and opponent – in this particular order – leave the defence room while the audience is standing. It is advisable to switch off your clip-on microphone before leaving the room. The audience does not applaud or cheer. The event can take a maximum of six (6) hours.

The opponent is given the opportunity to thank the opponent and custos. Only thereafter can others approach to congratulate the doctoral candidate. Public speeches are saved for the party – karonkka.

If the public defence is organised at the university’s premises, the university offers coffee and cake after the event.

The post-defence party karonkka is an academic tradition to honour the opponent. The party is hosted by the doctoral candidate. The doctoral candidate invites at least the opponent, custos and supervisors. It doubles as an opportunity to thank others who have supported the candidate along the doctoral path. Usually, the invitees also include the candidate’s spouse, parents and a few good friends. Please note that the event is not, however, a family celebration. It is also customary to invite potential extra opponents from the defence to the party, but according to the traditional unwritten rule they do not show up.

Nowadays, it is quite common that the candidate sends an invite to the party well in advance. The candidate politely enquires the opponent in advance, if he or she can start making preparations for the party. The invitation should specify the time, place and dress code.

According to the tradition, the candidate offers the dinner, including drinks. The guest of honour, i.e. the opponent, sits on the right-hand side of the candidate. Otherwise the seating arrangement is planned to suit the occasion and participants. After the main course, speeches are given. The candidate begins with thanking first the opponent, then the custos and others who have supported in the process. If you are interested in karonkka traditions, you will find descriptions from various sources and by asking senior members of the academic community.

A lectio praecursoria is a short presentation given by the doctoral candidate about the background and most interesting points of the research. A good lectio praecursoria is understandable also to those who have not familiarised themselves with the doctoral dissertation earlier.

The purpose of the presentation is not to discuss matters that will be examined in any case, such as theoretical choices and methodological details. Do not correct typing errors of the dissertation or use the presentation for thanking funding sources or persons who have supported along the doctoral path – an opportunity to that will certainly arise later. Instead, a lectio praecursoria is a forum for the candidate to take an expert role in the academic discussion around the research topic and to explain the practical and societal connections of the research. Adding a personal touch or using light humour is allowed.

Need support for presentation skills? Register for our courses!

TUKO3007V25 Presenting I: the academic audience (3 ECTS) >
TUKO3008V25 Presenting II: Unfurling research to various audiences (3 ECTS) >

A lectio praecursoria should not take longer than 20 minutes. A speech of 10,000–16,000 letters in writing is usually recommended, depending on the pace at which you speak. It is advisable to read the speech aloud several times to practice and edit the text to suit your style and pace.

It is customary to read the lectio praecursoria from paper in the public examination. Even though this is the custom, remember to pay attention to your audience by taking eye contact from time to time. Lift your eyes from the paper and look at the audience as you move from discussing one topic to another, for example. Practice connecting with your audience beforehand.

The audience should be able to follow your lectio praecursoria without a slide show, but a picture that takes their attention to the topic can be a good way to enhance your presentation.

The Communications and Marketing will support you in communication about your research but your contribution is vitally important: you should write a draft that will be edited into a press release. Write the draft so that readers from outside academia can understand it. The draft will be edited together with you and finalised into a press release.

Please take a look at some earlier press release about dissertations here.

In addition, the Communications and Marketing will need a picture of you. Please send it by email with the following requirements:

• horizontal picture
• the picture should be taken in daylight or in a studio setting.

If necessary, we can organise a photoshoot for you but only in Rovaniemi.

Include the following points into the draft:

• start with telling the most important results or another message of your research that raises interest among the public
• bring forth the meaning of your research and its results from a wider perspective
• mention the connection of your results to public debate
• if the results can be applied in practice, explain how.

Conclude the draft with information about the public defence, general information about your education and professional background, your contact information and the publication data of your dissertation.

• Dissertations of the Faculty of Art and Design, and Faculty of Law: Sari Väyrynen, Communications Specialist
• Dissertations of the Faculty of Education and Tourism Research: Jaana Ojuva, Communications Specialist
• Dissertations of the Faculty of Social Sciences (except Tourism Research): Marjo Laukkanen, Science Journalist

Emails: firstname.lastname (at) ulapland.fi