ANSWER
Short answer.
Start the university process while the thesis is nearly complete. The defence date comes last: work backward from manuscript submission, title-page approval, library and printed-copy deadlines.
01 · SIX MONTHS BEFORE
Start the university approval process.
At UvA, the supervisor proposes the doctoral committee when the thesis is nearly complete, around six months before the intended defence. After the committee decision, the candidate can reserve a provisional date.
Your university may use different names — doctoral committee, assessment committee, dean, Beadle’s Office or graduate school. Ask your supervisor which formal approval route applies before you make printing plans.
02 · AFTER SUPERVISOR APPROVAL
What changes are allowed after manuscript submission.
When your supervisor approves the manuscript for formal assessment, universities can treat it as a controlled version. At UvA, no changes are allowed after the supervisor-approved final manuscript is submitted; the committee assesses it and the digital copy goes through the plagiarism process.
Check your own university’s rules before changing the manuscript, title page, cover, colophon or acknowledgements. Keep the approved manuscript and print-production files in separate folders.
03 · UNIVERSITY DEADLINES
Printed-copy, library and assessment deadlines.
At UvA, the schedule includes manuscript submission at least 14 weeks before defence, committee assessment by eight weeks, and three printed copies to the Beadle’s Office by four weeks. At VU, five printed copies are due three weeks before graduation and the library needs the licence agreement six weeks beforehand.
Utrecht GSNS requires title-page registration and Beadle approval at least 2½ months before, library and communications information six weeks before, then printed copies and the final PDF/cover three weeks before. Check your university page for the binding dates.
04 · PRINTING AND REPOSITORY
Files for the printer and files for the university.
The printer needs an approved production file and time for a proof and corrections. The university may separately need copies for the Beadle or committee, a digital version, library metadata and a publication licence.
Prepare one final package: interior PDF, cover PDF, approved title page, colophon, proposition file if applicable, repository PDF, licence agreement and delivery list.
05 · THREE WEEKS BEFORE
Copies, library upload and ceremony logistics.
This is when printed copies, library files and ceremony instructions often fall due. Deliver the required copies, confirm the library upload and licence, and check whether the committee has received its copies.
Then confirm the candidate arrival time, paranymph meeting point, guest entrance and reception details.
OFFICIAL UNIVERSITY EXAMPLES
PhD submission deadlines differ by university.
Use the rules for your faculty or graduate school. These published examples show why your defence date is not the only date that matters.
| University | Before defence | Library / digital file | Printed copies |
|---|---|---|---|
| UvA | Manuscript: 14 weeks Committee assessment: 8 weeks | Publication licence and digital copy | 3 copies to Beadle: 4 weeks |
| VU Amsterdam | Title page approved before printing | Licence agreement: 6 weeks | 5 copies: 3 weeks |
| Utrecht GSNS | Title page registered and approved: 2.5 months | Library and communications details: 6 weeks | Printed copies and final PDF: 3 weeks |
Sources: UvA, VU and Utrecht GSNS. Check current local instructions before acting.
SOURCES
Official sources.
Your university’s current regulations, Beadle’s Office and graduate school make the final decision on requirements and ceremony details.
UvA: Completing your PhD programme ↗VU: Dissertation submission & defence ↗Utrecht GSNS: Your PhD from start to finish ↗