PhD dinner and conferral ceremony
It is your choice whether to organize a PhD dinner. The cost of a PhD dinner must be met by you, however part of the cost is tax deductible.
It is your choice what form the PhD dinner should take; a large white-tie dinner, or a buffet at the end of the public defence, or no dinner at all. Whatever you decide, the meal must be held on the same day as the public defence. It is customary, but not necessary, to hold a PhD dinner where the dress code is black tie or dark suit. The dinner is formal, but can also have a less formal element.
The chair of the public defence, the third member of the adjudication committee and the candidate’s supervisor normally give a speech. It is also traditional for the PhD candidate to give a speech and to thank the university, committee, research community and his/her family etc.
There are no fixed rules for seating. The PhD candidate and his/her escort, the committee members, supervisor, chair of the public defence and head of department should, however, be seated centrally.
The candidate must cover the cost of the dinner. The committee, supervisor(s), chair of the public defence and head of department are obvious guests.
Some PhD candidates like to invite a large number of guests, in which case you can ask guests to make a contribution. The guests listed above, however, should not be asked to pay.
Part of the cost is tax deductible: ‘When you take a PhD, you are entitled to deduct expenses associated with printing, travel and the PhD dinner.’
You only receive a deduction for the dinner for supervisors, opponents and such like; no deduction is given for food for family and friends.
If requested by the tax office, the deduction must be documented with receipts and a list of participants.
The adjudication committee will notify the faculty when the trial lecture/s and public defence have been passed. Based on this approval, the degree of Philosophiae Doctor (PhD) will be conferred on the candidate by the University Board.
UiO holds four conferral ceremonies per year, where the Deans present the faculties' candidates, and present them with a diploma. The central administration of UiO is responsible for inviting future doctors to the ceremony.
The awarding of PhD diplomas is the main purpose of the conferral ceremony. Candidates who have completed their public defence receive two diplomas:
- a diploma with text in Latin (the commemorative version)
- a supplement to the diploma ("diploma supplement") for practical use
The text of the diploma supplement is in Norwegian and English.
If you cannot attend the conferral, the diploma will be sent to your home address after the ceremony by recorded post.
The conferral ceremony often takes place a few months after the PhD examination, as the ceremonies are only held every quarter, and a certain amount of preparation time is needed.
If you need documentation to show that you have completed a PhD before the date of the conferral, the case officer at the department can provide a short letter of confirmation.
It is your responsibility to contact the department in such cases.