Click here for information on what you need to do in the build up to defending your PhD thesis.
General guidelines can be found here: http://www.science.leidenuniv.nl/index.php/english/graduateschool/procedure_towards_defence and in the pdf here:http://www.regulations.leiden.edu/research/phd-regulations.html.
Start the process by writing your introduction minimum 4 - 5 months before the expected defence date.
The procedure is explained here http://www.science.leidenuniv.nl/index.php/english/graduateschool/procedure_towards_defence.
Template of Steven Rieder's thesis available here, templates from previous grad students will be available here soon. You can either create an A4 layout that will be downsized to 81% for printing on B5 format or design your LaTeX layout to be B5 format. Make sure your number of pages is a multiple of 16 for binding purposes by the printer. Some people put the references at the end of each chapters but others will have them in a separate chapter. Pay attention to citation keys with natbib if going for the second option. The Dutch summary goes after the chapters, then you can add summaries in other languages after. The manuscript ends with the curriculum, your bibliography (peer-reviewed, proceedings and popular articles), and your acknowledgements. It is not customary to acknowledge directly your advisor(s) since he is (they are) “doing his/their job” but some people found indirect ways to do so!
It takes some time to get a good introduction, usually a month including comments and revisions. Get feedback from both your advisor and the scientific director or his delegate since it should be an introduction for general astronomer audience. Tip: use the same structure than for your PhD colloquium, it helps you getting started.
Make them real propositions. It should be possible to defend them with scientific arguments and they should not be obvious. You need to show that you put some thoughts into them. They could be the occasion for a nice break during your defence since it is easy to think about about an argumentation beforehand, so make them a little provocative. You need at least 4 on your thesis, at least 4 on the field of the thesis and a maximum 4 on the topic of your choice.
You need it to be at least 300 dpi in CMYK colours. Single colour or 2 colours are cheaper than full colour covers. You can use inDesign, Photoshop (30 day trial or windows license available at computer guys), etc… but printer people like to have them in pdf format. The size of the cover depends on the thickness on your booklet, thus on the kind of paper you will print your thesis on. Most printer's website let you know how to calculate this. Don't forget the bleeding necessary for the printer to cut the paper and to design your invitation on the same document.
It should take 2 - 2.5 weeks from the moment you send the final version of the manuscript to the day you receive the booklets. They will send you by mail a printed copy of your thesis + the cover to approve. Once you approve/send corrections, they make the final layout and send you the digital proofs for you to approve again. It is advisable to get in touch with the printer 3-4 weeks in advance since they can be really helpful with the cover design, the layout organization for colour printing of specific figures, and the resolution you need for your figures. Most printing companies will send a booklet with a sample of their kind of papers with colour figures on it. Some companies have special discounts for Leiden university. Also if you can get a good price if you place a group order.
It depends on how large your scientific community is and if you have been collaborating with a lot of people during your PhD. 250 is a good average, but 300 is safer.
Companies will send you a quote for free. Price will vary with respect to the kind of paper, the number of colour pages, and the kind of binding. A good average is €2000. You can get back up to €1900.
It is not compulsory but it is advised. Check the 3 possibilities to obtain one in the leidenuniv PhD webpage.
The most used are ipskamp and gildeprint. Check prices and delivery times.
For the thesis copies you have to send by mail, ask the secretaries for envelope boxes, Sterrewacht logo stickers and bar codes. You can also provide the secretaries with the delivery addresses in a text file and they will print them on stickers for you.