This is a short guide that explains all the steps to take in preparation of your Ph.D. defense at the Katholieke Universiteit Leuven. Some steps might even be specific to the Department of Mechanical Engineering. It's quite a long process, that will take at least 2.5 months from the moment you finish the first version of your dissertation. I hope this page is useful for you. If you have any comments, please contact me.

Steps to take
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  1. First complete version: Print your dissertation and give a copy to your promotors and assessors. They get 1 month to read the dissertation. Probably your promotors want to read your dissertation and give feedback before you start with this step.
  2. Private defense: Defend your work privately for your promotors and assessors. After a discussion they will (hopefully) approve your work and suggest improvements for your dissertation.
  3. Numbers: Request a ISBN, UDC and D/.. number by sending an email to Goedele Jonckheere, with the title of your dissertation, the expected number of pages (e.g. 185 + xxi), the approximate defense date, and an abstract of your dissertation. Also ask Carine Coosemans for an internal PMA number.
  4. Final Version: Send a PDF of the final version of your dissertation to David Daman at Acco.
  5. Deliver Copies: Deliver 10 copies of your dissertation to the department secretary, 3 copies to the castle, and 1 copy for each of your jury members. So a total of about 30 copies will do.
    This is also a good time to send your invitations. For an example look here (Dutch) and here (English)
  6. Chairman: Contact Suzy Goossens to arrange a chairman for your defense.
  7. Doctoraatsopleiding: Fill out the form you find here, and have your promotors and assessors sign it. Then ask Jan Swevers to approve it, and send it to the castle.
  8. Jury: Choose the 7 members of your jury. The jury includes your promotors, assessors, the chairman, and at least one external member.
  9. Subscription: Contact the Studentenadministratie to subscribe as a "student met doctoraatsverdediging". This will cost you 248 Euros. You can recover half of this amount using "opleidingscheques". Go to this page, and request opleidingscheques for 245 (not 248 or 250!) Euros. You'll receive the checks after 4 weeks.
    After your subscription, your defense will be automatically published in the KULeuven agenda.
  10. Place: Reserve the castle for your defense. Use KULoket to verify what dates are still available. You'll need at least the Auditorium (presentation), the Hertogenzaal (reception), the kitchen (prepare the reception) and the Fumoire (for the jury to meet). To reserve these rooms use the form here.
  11. Catering:Contact Leuca at Alma for the catering reservations.
  12. Defense: Good luck! I hope this page was useful. If you have any comments, please contact me.

Timing
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The image below shows the minimum time delay you need to expect in between two items. The numbers in the image correspond to the numbers in the list above.