master thesis assessment committee

Graduate School of Health and Medical Sciences

• Thesis and defence
• Nominating an assessme...

Nominating an assessment committee

Approximately 2 months before submitting your PhD thesis, you and your principal supervisor must nominate a committee to assess your thesis and PhD defence. You have to follow the link below to nominate the members.

You must complete all elements of the PhD programme before you can nominate the members. View “Requirements for finishing the PhD programme” below for more information.

Appointing an assessment committee

• The principal supervisor and the PhD student are responsible for nominating members of the assessment committee
• Nominations must be submitted to the Graduate School via the task “Appointment of assessment committee” in PhD Planner approximately 2 months before the thesis is submitted
• The nominees must consent to be on the committee before the form is submitted
• The Graduate School submits the names of the nominees to the PhD Study Board and the Dean’s Office for approval
• The Graduate School informs all members of the assessment committee, the PhD student, and the principal supervisor when the committee is officially appointed.

The PhD student is not permitted to have contact with members of the assessment committee from the start of the assessment period until the assessment has been sent to the principal supervisor and the PhD student.

Composition of the assessment committee

• A chairperson, who must be employed by the Faculty of Health and Medical Sciences as an associate professor, senior researcher, professor, clinical associate professor or clinical professor
• A representative from a Danish research institution (must not be employed at the University of Copenhagen)
• A representative from a research institution abroad, representing international research.

At least one of the two external members must be employed in the relevant subject area at a university .  One of the external members may be emeritus/emerita if they are still active researchers. The use of emeriti in the assessment committee must be reasoned in the form concerning the nomination of the assessment committee, and a CV and publications list must be forwarded. The academic level, employment and affiliation is considered at the time of appointment of the assessment committee.

Every effort should be made to ensure that both genders are represented on the assessment committee

Rules applicable to all members of the committee

• All members must be at an academic level corresponding to associate professor or higher in the relevant subject area. Senior researchers employed at Danish universities and the government research institutions are considered to be at associate professor level. If the nominated candidate for the assessment committee is not employed as an associate professor or professor at a university, the CV and full list of publications of the relevant assessor must be submitted in the form "Appointment of assessment committee" . If the assessor is employed as a “senior researcher” at a Danish university or Danish government research institution, no CV is necessary.
• None of the suggested members must have published articles together with the PhD student nor worked on manuscripts together
• There must be no conflicts of interest between the members of the assessment committee and the PhD student or the principal supervisor, which could influence the assessment
• None of the PhD student’s supervisors can be members of the assessment committee

Assessment committee for industrial PhDs

If you are a PhD fellowships financed through the Industrial PhD scheme; at least one of the members of the assessment committee must have company-relevant research experience within the relevant field.

Requirements for finishing the PhD programme

Before you submit your PhD thesis, you have to complete all the elements of the PhD programme. You must: 

• Carry out independent research work under supervision (the PhD project).
• Complete three regular assessments  during the three-year PhD programme.
• Complete PhD courses or similar study elements totalling at least 28 ECTS, including any mandatory courses.  The course Responsible Conduct of Research 1 is mandatory for all PhD students at the Graduate School. For PhD students enrolled after 1 August 2020 the course Responsible Conduct of Research 2 is also mandatory. 
• Complete a change of research environment according to applicable rules.
• Gain experience of teaching activities or other form of knowledge dissemination  related to your PhD project.

Guide on how to nominate an assessment committee

The work of the assessment committee.

The assessment committee for a PhD student consists of three members. The principal supervisor and the PhD student is responsible for nominating the members of the assessment committee.

Assessment of thesis

• The assessment committee has two months to reach a conclusion on whether the PhD thesis can be recommended for public defence
• The principal supervisor must be available for questions during the assessment committee’s work
• The PhD student is not permitted to have any contact with the assessment committee from the start of the assessment process until the assessment has been sent to the principal supervisor and the PhD student
• The principal supervisor must read and if relevant comment on the assessment before it is sent to the Graduate School
• The chairperson signs the assessment on behalf of the assessment committee and submits the assessment by email to the Graduate School. The assessment must be submitted no later than three weeks prior to the expected defence. Otherwise it might delay the further planning of the defence.
• The Graduate School will send the assessment to the PhD student and the principal supervisor.
• If the thesis is not recommended for defence, the Graduate School will facilitate the next step in the process

After the thesis has been recommended for defence

• The members of the assessment committee must be present during the PhD defence to examine the PhD student and facilitate an academic discussion based on the thesis and the PhD student's presentation.
• After the defence the assessment committee makes the final recommendation as to whether the PhD student should be awarded the PhD degree. All three members must sign the signature form and the chairperson submits the form to the Graduate School.

Reimbursements and fees

Last updated: March 2024

Assessment fee  

The standard assessment fee is 8142.56 DKK which corresponds to 16 hours of work. Please note, that the chairperson does not receive an assessment fee as he or she is employed by the Faculty of Health and Medical Sciences. Assessment of a revised thesis does not carry an additional assessment fee.  

Booking travel and accommodation  

Please book your flights and hotel as soon as the thesis has been approved for defence by the Graduate School. If you need help making hotel reservations, please contact the Graduate School at [email protected] or call us at (+45) 35 32 65 70.  

Travel and accommodation expenses  

Reimbursable travel expenses include airfares, accommodation, ground transportation, travel in a private vehicle, meals, and small necessities. Please note, only receipts detailing the purchase are accepted as evidence of payment. Bank statements, credit card receipts, and order confirmations do not qualify as receipts for these expenses. In case of screen dumps please be aware that the amount must appear.  

Transportation  

Airfares The Graduate School will only reimburse you for economy class airfares. If economy class is not available for a specific flight, an amount corresponding to the cost of an economy class ticket will be reimbursed. Please remember to save your boarding pass and attach it together with the receipt when you fill in the “Assessment fee and reimbursement of expenses” form .

Ground transportation The Graduate School will reimburse you for transportation expenses from the airport or train station to the hotel, and from the hotel back to the airport or train station. The cheapest possible means of transportation should be used. The reimbursement rate for transport in a private vehicle is DKK 2.23 per km.

Incidental transportation and other expenses If you are staying in Denmark for more than 24 hours, the Graduate School will offer you a daily allowance (per diem) of 574 DKK to cover all local transportation expenses during your stay (e.g. to and from the hotel for the thesis defence) and other expenses, e.g. meals and transport. If your trip lasts less than 24 hours, you may claim reimbursement of your incidental transportation and other expenses separately.

The maximum reimbursable amount for hotel accommodation is DKK 1,448 per night. For travels within Europe, the maximum reimbursable stay is one night. For travels outside Europe, the maximum reimbursable stay is two to three nights. The Graduate School cannot reimburse you for hotel expenses unless you provide an invoice directed to ‘KU-Blegdamsvej 3B’. Please ask at the hotel reception for the final invoice when checking.  

Private accommodation  

If you are accommodated in a private house (with family or friends) during your stay, the Graduate School offers you a small allowance amounting to approximately DKK 246 per night.  

How to claim reimbursement of expenses  

Before the PhD defence takes place, the Graduate School will send you a link to the form that you need to complete for your assessment fee to be paid and expenses reimbursed. If expenses have been paid directly by your employer, please ask your workplace to send an invoice (a PDF file) to [email protected]. The invoice(s) must be marked:  

University of Copenhagen Blegdamsvej 3B Graduate School of Health and Medical Sciences DK-2200 Copenhagen Denmark  VAT: DK29979812  

Lunch or dinner for the assessment committee

The Graduate School pays for one lunch or dinner for the assessment committee and the principal supervisor and primary co-supervisor.

To be reimbursed for the lunch or dinner, please contact the Graduate School.  

Questions?  

Please contact the Graduate School at [email protected] or on (+45) 35 32 65 70.

HOW TO ASSESS A PHD THESIS AT THE GRADUATE SCHOOL OF HEALTH AND MEDICAL SCIENCES

Thesis formalities, illustration: the final stages of the phd, submission of thesis.

Rules for evaluating a Master's thesis

The  Academic Regulations  (in French only) set out the general framework for evaluating Master's or Doctoral theses and mandate the dean of the Faculty of Graduate and Postdoctoral Studies (FESP) to establish and publicize the rules, standards, and procedures.

Body responsible for evaluation

FESP is responsible for the evaluation process; the dean has the authority to make the final decision in the event of a dispute. In order to guarantee the evaluation committee is independent, neutral, and objective, FESP coordinates all steps in the evaluation process.

• It officially appoints the Master's thesis examiners.
• It ensures that you, your program director, and your evaluation committee receive all required information (neither you nor your research supervisor have any contact with the examiners during the evaluation process).
• It transmits the approved version of the initial submission to the members of the committee.

FESP makes certain that the examiners have enough time to review the Master's thesis while also ensuring that you receive your evaluation in a timely manner for the pursuit of your studies or career goals.

Evaluation committee

An evaluation committee consists of ex-officio examiners (research supervisor and co-supervisor) and designated examiners selected on the basis of their expertise in the field to provide an outside perspective on your work. Master's thesis evaluation committees have a minimum of three members.

In cases where the research supervisor is also the program director, the vice dean of studies at the faculty in question assumes program director duties for the purposes of the Master's thesis.

If you have a co-supervisor, FESP recommends the appointment of a fourth examiner.

If there is a preliminary review, the reviewer is usually, but not necessarily, a member of the evaluation committee.

Examiner appointments are subject to the following conditions:

• Potential candidates must hold a master’s degree in the relevant field (or a related field).
• The potential candidate must have  no actual or potential conflict of interest  with you that could interfere with their evaluation.

The committee must include an examiner who is in a position to provide an outside perspective on yourMaster's thesis and has not participated or collaborated actively in your work (e.g., by having contributed to a paper included in the Master's thesis).

Approval for initial submission

The initial Master's thesis submission requires three additional approvals:

• The program director must certify that your file is complete and valid so that you can obtain your diploma once the evaluation process is complete.
• The supervisor has 4 weeks to approve the Master's thesis for submission or request corrections.
• FESP must confirm that the format of the document meets presentation and publication standards.

Individual report

Each examiner evaluates the Master's thesis independently, without consulting or discussing with the other committee members.

Review times vary depending on the evaluation start date:

• An additional delay is added from November 22, due to the Holiday season.
• Summer period: 8 weeks (May 15 to August 15)

Please note: An additional two weeks is added for  Master's theses  exceeding 500 pages, regardless of the time of the year.

Each examiner writes an evaluation report and grades the Master's thesis as follows:

• Final submission is recommended.  

Unacceptable

• If the examiner feels that you have the necessary abilities, you are invited to submit a new version of the Master's thesis for a second initial submission and a second evaluation by the same committee.
• The examiner recommends that the Master's thesis be rejected.

The examiner’s decision is considered final once their report is submitted to FESP. The report remains confidential until the committee’s decision is rendered and communicated to you.

Committee decision

Individual evaluations are compiled to determine whether the Master's thesis is accepted (invitation to proceed with final submission), returned to you for major revisions, or rejected.

Master's thesis is accepted

• FESP transmits the committee’s decision, forwards the examiners’ evaluation reports, and invites you to proceed with the final submission.
• You have 8 weeks to make final corrections to the document under the supervision of your supervisor.
• The research supervisor approves your Master's thesis for final submission.
• FESP issues final approval so that the master’s degree can be awarded.
• Master's theses that receive a unanimous grade of “excellent” (or “excellent” from three examiners and “very good” from the other examiners), are entered on the FESP Honour List.

The Master's thesis   is unacceptable in its current state, but the committee will allow you to submit a new version.

• The committee meets to determine requirements for the new version, which will undergo a second evaluation.
• Each of the requirements must be agreed to by at least two examiners.
• FESP informs you of the committee’s decision and forwards the examiners’ evaluation reports as well as the committee report, which gives a deadline, the list of corrections requested, and the name of the person responsible for supervising them.

If you don’t submit a new version of the Master's thesis by the committee’s deadline, a “fail” grade will be entered in your file.  

Master's thesis is rejected

• The evaluation committee may meet, if one of the examiners so requests, before FESP informs you of your result.
• FESP transmits the committee’s decision, forwards the examiners’ evaluation reports, and informs you that you have a right of appeal if you can show circumstances or make arguments that invalidate the evaluation process. The final decision of the committee cannot, in itself, be appealed (Academic Regulations 4.47).
• If you don’t exercise your right to appeal within 10 days, a “fail” grade will be entered in your file. 

In the event of a discrepancy between the French and English texts, the French version prevails.

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Nomination of Master’s Thesis Committee

Form and requirements governing nomination of a master’s thesis committee.

Thesis Assessment

Prior to the session, you check the room and the equipment (portable, beamer). After the session you take care that the room is brought back in order.

The public session starts with a short introduction by the chair of the thesis committee, introducing the candidate, the topic of the project, the members of the thesis committee and the examination procedure. You give a 30-40 minutes presentation on the project. This should cover all aspects and phases of the project, starting with a clear problem definition and ending with conclusions. The presentation should be on a level that addresses the colleague students, i.e. it is not intended as a layman’s presentation.

After the presentation 10 minutes are reserved for questions from the audience. After the presentation and discussion, the thesis committee examines the candidate about the thesis. This will take a maximum of one hour and each committee member must have the opportunity to discuss the work in detail with the candidate. After the examination, the committee withdraws to make their conclusion upon the grade.

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