PhD thesis defence procedure in the School of Information Technologies

Responsible department:


The procedure for defending doctoral theses in the School of Information Technologies is illustrated in the diagram below.

• The thesis submitted to the School is the final version which you and your supervisor consider as finalised and complete. Please do not send preliminary drafts and incomplete manuscripts for the formal approval. Guidelines for writing the thesis; internal website.
• The defence application shall be submitted through ÕIS (Study Information System) by a PhD student and approved by the supervisor. (Login to ÕIS2; Select Documents/Applications/submit new; Select application type „Defence of graduation thesis“, press „Apply“; fill the form and press „Save and Submit“).
• The quality assurance committee will normally provide feedback within two months.
• Note that the opponents have a maximum of one month to review the thesis.
• The thesis shall be published electronically in the digital collection of the library and in print by agreement of the head of the department. Not later than one month before the defence of a doctoral thesis, the author of the doctoral thesis shall submit to the Press House via the Help Center the manuscript of the doctoral thesis and the scientific publications in separate files. If a doctoral thesis is to be printed, a written order signed by the head of the department must also be submitted.
• In order to publish information related to the defence of a doctoral thesis on the university’s websites, the doctoral candidate shall submit to the Research Administration Office a popular science summary (the maximum of 3000 characters) of the doctoral thesis (in the form of research news) in plain language in Estonian.
• To shorten the time until the defence, it is acceptable to informally approach prospective opponents during the final stages of the thesis writing process, ask for their informal approval and about the possible dates for defence. In this way, the approval process can be significantly shortened. The guidelines for the opponents and committee members.
• The department of the PhD student is responsible for the practical aspects of the thesis defence, including booking the room, arranging the travel and contracts of the opponents, notifying opponents and committee members of the location and time of the defence as well as sending your thesis to print (if so agreed). These activities are usually the responsibility of the assistant to the director.

Contacts of the School of IT:

• Pawel Sobocinski, Programme Director,; arranges the work of the quality assurance committee and approves the quality of the thesis;
• Kristi Ainen, Assistant to the Programme Director,; arranges the communication with the opponents, school and departments. Oversees the defence procedure and counsels the students and supervisors on the procedure;
• Katri Kadakas, Student Counsellor at the Dean´s Office,; checks the completion of study modules and approves the defence application, counsels the students on these matters. Initiates issuing of the graduation documents;
• Gert Jervan, Dean, email:; approves the thesis, opponents and the defence committee.

Contacts of the Departments:

• Department of Software Science: Elena Vaarmets, Support Unit Assistant,; Marko Kääramees, Director,
• Department of Health Technologies: Viia Roosaar, Assistant to the Director,; Jana Holmar, Director,
• Department of Computer Systems: Katrin Tõemets, Assistant to the Director,; Margus Kruus, Director,
• Thomas Johann Seebeck Department of Electronics: Eva Keerov, Assistant to the Director,; Alar Kuusik, Acting Director,