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“I dare say right now this will be the most memorable defense of my career." Former Dean of the Faculty of Geosciences, Piet Hoekstra, was present at Daan Wesselman's doctoral ceremony on April 8th as supervisor. Digitally, that is, because COVID-19 means that for the time being there will be no ceremonies at Utrecht ľ�ϸ���Ӱ�� Hall. During his first digital doctoral ceremony, Hoekstra was not at home - but participating from a very great distance: due to corona, the professor and his wife are stranded in New Zealand.

That Utrecht ľ�ϸ���Ӱ�� Hall is deserted does not mean that all PhD ceremonies are at a standstill. Behind the scenes, employees of Utrecht ľ�ϸ���Ӱ�� are working very hard to make online defence ceremonies possible.

"Colleagues from the AV-media department deserve a medal!”

"As far as I know, before corona there had never been a full online PhD defence at the UU", says beadle Judith Jens. "But in April, about half are online already - that's over twenty. We are now making an inventory for May and rescheduling all postponed doctoral ceremonies. Meanwhile new ceremonies continue to be booked. The first online inaugural lecture will most likely follow at the beginning of June. We now know that it is technically possible with the help of the heroes of the Audiovisual & Media Productions department (part of the Facilities Service Centre). As far as I'm concerned, these colleagues all deserve a medal!”

Peculiar mix
At 00.30 local time - "my wife had already gone to bed” - Piet Hoekstra sat in his (out of necessity) rented house in Christchurch ready for Daan’s doctoral ceremony, not knowing exactly what awaited him. "It was a peculiar mix of a very solemn meeting (including some gowns) with the usual procedures on the one hand, and an informal collegial atmosphere on the other hand. 

The biggest difference to a physical doctoral ceremony is the lack of a room with an audience - with sometimes, for example, laughing after a witticism from a committee member - and the fact that you are less able to interact with each other because of the desired 'ether discipline'. But the change from opponent to opponent and the questioning of Daan as PhD student went flawlessly. I experienced the technical support as very good.”

Defending a dissertation at the dining table
On the other side of the world, Daan Wesselman was ready to defend his dissertation at 2.30 pm. "It was very unreal to sit at my dining table at home waiting for it to start. I was a paranymph twice and the atmosphere in the waiting room of Utrecht ľ�ϸ���Ӱ�� Hall is totally different. But once it started, it didn't matter anymore. Then I was focused on the questions and time flew by. I had expected problems with connections, unintelligible questions and a lot of improvisation, but fortunately it all went smoothly.”

Daan didn't have to think long about the choice to defend online. "It's odd, of course, to imagine how things would be at Utrecht ľ�ϸ���Ӱ�� Hall for over four years and then to never actually stand there. But when I heard that it could take a long time if it was postponed, I readily volunteered to do it online. I wanted to be able to finish the project. I will have a party later on, perhaps when I receive my qualification certificate. 

"Perfect replacement for the reception. Maybe even more fun, because I can now watch it again!"

A nice extra is that the ceremony has been recorded. Also, my paranymphs had put together a video with messages from family, friends and colleagues. This was a perfect replacement for the reception. Maybe even more fun, because I can now watch it again!"

Tips for online PhDs
Daan has a few tips for future 'online PhD's'. "To avoid stress, decide well in advance about where you will sit, what you will do if the internet connection fails (I used my phone as a hotspot) and how you will arrange the 'social part' (for example, an online reception). As for the rest, you just have to let it wash over you, just like with a 'normal' defence. Then it will all be fine."

Praise for technical support
One thing is clear to all involved: the technical support is sublime. For audio-visual technician Martijn Cober, live streaming from Utrecht ľ�ϸ���Ӱ�� Hall was a long cherished wish, which he already had immersed himself in before corona.

"Because the team had already thought about it technically, we had a head start. On the 12th of March we were able to call in committee members from America to take part in a doctoral ceremony in the Senaatszaal. A day later we had our first live stream. PhD candidate, paranymphs and committee members were in the Sanaatszaal and the public could watch online. On the 23rd of March we were asked whether we could do doctoral ceremonies entirely online. And on March 31st the first full online doctoral ceremony was a fact.”

Virtual Senaatszaal
"We've created two virtual spaces. A Commission Room where committee members can hold their preliminary consultations and deliberations behind closed doors, and a Senaatszaal where the ceremonies actually take place. The Senaatszaal can be viewed by the public via a live stream. All screens display the university logo and there is a waiting screen with a photo of Utrecht ľ�ϸ���Ӱ�� Hall . The beadles also has a 'UU banner' behind them.

Doctoral ceremony studios have been built in the Educatorium and on the Bolognalaan where support is provided. For each ceremony, a technician assists in setting up the audio and video settings and checks that everyone is well-viewed and well-lit. Via two computers, we can be in both virtual rooms at the same time and can guide committee members from the virtual Commission Room to the virtual Senaatszaal.”

I'm sure it's a 'keeper'. Especially for foreign committee members, PhD students or guests, (partial) online PhD defence ceremonies are a full-fledged, less expensive and also more sustainable alternative.

Less flying
Although everything online is running almost flawlessly, Martijn thinks nothing beats the charm of Utrecht ľ�ϸ���Ӱ�� Hall. "In order to reduce the number of flights, I do think it will become normal in the future to have committee members from abroad call in." Rector Henk Kummeling, who presided over a digital ceremony for the first time on 15 April, agrees with him. "I'm sure it's a 'keeper'. Especially for foreign committee members, PhD students or guests from far and wide, (partial) online PhD defence ceremonies are a wonderful, full-fledged, less expensive and also more sustainable alternative.”

"My wife had been shaking in bed."

Earthquake
It was around 01.45 in the morning when Piet messaged the new doctor of philosophy to congratulate him, took a drink to celebrate and went to bed. "I seem to have slept very well. This well that I had not noticed that we had had an earthquake in the early morning. My wife said she'd been shaking in bed. So, it was all in all, a very memorable ceremony..."