Reg. no: 2013/486-1.1 Local regulations for education at third-cycle level Approved by Rector 2014-09-22 Valid from 2014-09-22
Contents Introduction 4 1. Organisation, responsibility, and roles 5 1.1 Doctoral student 5 1.2 Supervisor 5 1.3 Examiner for doctoral students and course examiner 6 1.4 Department and head of department 7 2. The admission process: announcement, application, preparation, and decision 7 2.1 Requirements 7 2.2 Funding requirements 8 2.3 Other requirements 9 2.4 Announcement of student places and doctoral studentships 9 2.5 Application 10 2.6 Preparation for an admission decision 10 2.7 Admission decision 11 3. Funding of education at third-cycle level 12 3.1 Possible forms of funding 12 3.2 Doctoral studentship 12 3.3 Co-funding of doctoral studentship 15 3.4 Funding through appointment with other employer 15 3.5 Scholarship funding 15 3.6 Other forms of self-funding 16 4. General study plan, individual study plan, course description, and course evaluation 16 4.1 General study plan 16 4.2 Individual study plan 18 4.3 Course syllabus 21 4.4 Course evaluation 21 5. Credit transfer, study time deduction, and course grades 22 5.1 Credit transfer 22 5.2 Study time deduction 23 5.3 Course grades 23 6. Public defence of thesis and doctoral degree 24 6.1 Prerequisites for the public defence of a thesis 24 6.2 Application for the public defence of a thesis 24 6.3 Impairment of independence 25 2 (31)
6.4 Opponent 26 6.5 Examining committee 26 6.6 Notification of the date for the public defence 26 6.7 Thesis 26 6.8 Public defence, examining committee meetings, and thesis grading _ 27 6.9 Doctoral degree certificate 27 7. Licentiate seminar and licentiate degree 27 7.1 Prerequisites for a licentiate seminar 27 7.2 Licentiate thesis grading, opponent, and examining committee 28 7.3 The following local regulations apply to Alternative 1 28 7.4 The following local regulations apply to Alternative 2 30 7.5 The following local regulations apply to Alternative 1 and Alternative 2 31 3 (31)
Introduction Local regulations for education at third-cycle level constitute the regulatory framework for education at third-cycle level, in combination with the applicable rules of procedure, decision-making procedures, delegations of authority, the university's admission procedures, and system of qualifications. The local regulations are based on regulations in the Higher Education Act and the Higher Education Ordinance, and recommendations from The Association of Swedish Higher Education (SUHF). In the applicable rules of procedure and delegations of authority it is stated what body or function is to make decisions in different cases. These local regulations replace the "Local regulations for third-cycle education programmes", determined by the chairmen of the faculty boards/nuv and valid from 2013-01-01, reg. no FAK 2012/450. Regulations regarding impairment of independence (Administrative Procedure Act, SFS 1986:223) apply during the preparatory and decision-making process. 4 (31)
1. Organisation, responsibility, and roles Responsibility and decision-making powers are regulated in the university's rules of procedure, decision-making procedures, and delegations of authority. The faculty boards are responsible for the quality, efficiency, and organisation of the education. The faculty boards are also to have supervisory responsibility for education at thirdcycle level. The responsibility for quality and supervision does not only entail the planning and implementation of the education, but also the establishment, further development, and maintenance of legally sound and efficient preparatory and decision-making processes. Decisions that refer to doctoral students whose education is financed by the board of teacher education are to be made in consultation with the board's dean. This concerns primarily decisions relating to admission, appointment, and individual study plan. 1.1 Doctoral student Definition A doctoral student is a student who has been admitted to and carries out education at third-cycle level. 1 Assignment Doctoral students are to carry out education at third-cycle level in accordance with the general syllabus for the subject in question and the individual study plan. The doctoral student is to take part in the establishment, follow-up, and revision of the individual study plan. 1.2 Supervisor Higher Education Ordinance, Chapter 6 Section 28 At least two supervisors are to be appointed for each doctoral student. One of them should be appointed principal supervisor. Doctoral students are entitled to supervision during their studies unless decided otherwise by the rector by virtue of Section 30. A doctoral student who so requests is to be allowed to change supervisor. A request to change supervisor is to be handled promptly. The regulations do not, however, mean that the doctoral student is entitled to decide who is to be the new supervisor. The wishes of the doctoral student are to be taken into consideration, but the decision is to be made in accordance with the delegation of authority in force. 1 Higher Education Ordinance (SFS 1993:100), Chapter 1, Section 4. 5 (31)
Requirements One principal supervisor and at least one assistant supervisor is to be appointed for each doctoral student. The principal supervisor must have at least associate professor qualifications and an appointment at Linnaeus University (unless special circumstances apply), as well as having completed supervisor training or the equivalent. An equal gender distribution among supervisors should be met to as large an extent as possible. The principal supervisor must not be the same person as the examiner. An assistant supervisor may also be the examiner, but only under special circumstances. Assignment The primary task of the supervisors is to assist the doctoral student in the research education and the research process, in order for the doctoral student to develop into an independent researcher with a scientific approach, and to help the doctoral student meet the qualitative targets of the programme. The principal supervisor and the assistant supervisor plan the doctoral student's work in collaboration with him/her. The planning should be made clear in the individual study plan, as should the distribution of responsibility and work between the principal supervisor and the assistant supervisor. The principal supervisor is responsible for making sure that an individual study plan is established, followed-up, and revised at least once a year. The supervisors are to assist the doctoral student in choosing a thesis subject and then formulate this, together with the doctoral student, so that it will be possible to complete the education within the given time frame. The supervisors assignment include reviewing manuscript and other material, to recommend relevant literature, possible theories and methods, and to discuss with the examiner and doctoral student what courses are to be included in the education. Supervisors must also prepare the doctoral student for the public defence of the doctoral thesis. 1.3 Examiner for doctoral students and course examiner Higher Education Ordinance, Chapter 6 Section 32 Examinations that are included in education at third-cycle level are to be assessed in accordance with the grading system prescribed by the higher education institution. The grade is to be determined by a teacher (examiner) who has been specially appointed by the higher education institution. Requirements examiner for doctoral students An examiner is to be appointed for each doctoral student in connection to the admission procedure. The examiner must have at least associate professor qualifications and preferably also have experience of supervising on third-cycle level. The examiner must have an appointment at Linnaeus University, unless 6 (31)
special circumstances apply. The principal supervisor must not be the same person as the examiner. An assistant supervisor may also be the examiner, but only under special circumstances. Assignment examiner doctoral students The examiner makes decisions about credit transfers from previous education or activities like course or part of course in consultation with the supervisors, and has the overall responsibility for making sure that course grades are registered in Ladok. The examiner is responsible for making sure that the thesis manuscript is reviewed and assessed in accordance with the general study plan of the subject, before the public defence of the thesis is announced, and for certifying that all required work has been completed so that a degree certificate may be issued for a licentiate or doctoral degree. Requirements course examiner A course examiner should have at least associate professor competence. Assignment course examiner Grade on a course is set by the teacher who has been appointed course examiner. He or she is also responsible for registering the grade for the course in Ladok. 1.4 Department and head of department As a rule, the doctoral student should have his or her primary workplace at one of the university's departments. As the department's manager, the head of department has the overall financial responsibility as well as responsibility for working environment issues regarding both the physical and the psychosocial working environment. 2. The admission process: announcement, application, preparation, and decision 2.1 Requirements In order to be admitted to education at third-cycle level, the applicant must meet both general and specific entry requirements. General entry requirements are stipulated in the Higher Education Ordinance and specific requirements are stated in each subject's general study plan. 7 (31)
Higher Education Ordinance, Chapter 7 Ordinance (2006:1053) Transitional provisions Section Those who 39 General meet the entry general requirements entry requirements for admission to third-cycle An education applicant prior meets to July the general 1, 2007 entry are to requirements be considered for to education meet the general at third-cycle entry level requirements if he/she also has taken after this a master date, however degree, completed not longer the than requirements until the end for of courses June comprising 2015. at least 240 credits, of which at least 60 credits at second-cycle level, or in some other way having acquired substantially equivalent knowledge, in Sweden or abroad. In case of special circumstances, the higher education institution may permit an exemption from the general entry requirements for an individual applicant. Ordinance (2006:1053) Transitional provisions Those who meet the general entry requirements for admission to third-cycle education prior to July 1, 2007 are to be considered to meet the general entry requirements also after this date, however no longer than until the end of June 2015. The transitional provisions (Ordinance 2006:1053 above) means that those who have successfully completed first-cycle education comprising at least 120 credits, in the former credit system, or in some other way have acquired substantially equivalent knowledge, in Sweden or abroad, fulfil the general entry requirements for admission to third-cycle education. Higher Education Ordinance, Chapter 7 Section 40 Specific requirements The specific entry requirements that are laid down must be absolutely essential for the student to be able to benefit from the education. Requirements may comprise knowledge from university education or corresponding education; specific professional or vocational experience; requisite language skills or other conditions determined by the education. 2.2 Funding requirements Higher Education Ordinance, Chapter 7 Section 36 A higher education institution may only admit applicants to third-cycle education who have been appointed to a doctoral studentship or have been awarded doctoral grants. The higher education institution may, however, admit applicants who have some other form of funding for their studies if it is deemed that the funding can be guaranteed during the entire period of study and that the applicants can devote sufficient time to their studies to enable them to complete them within four years in the case of a licentiate degree or a licentiate degree in fine arts, or within eight years in the case of a doctoral degree or a doctoral degree in fine arts. 8 (31)
Doctoral grants for third-cycle education is not applicable for doctoral students at Linnaeus University. For more information, see chapter 3. "Third-cycle education funding". 2.3 Other requirements Higher Education Ordinance, Chapter 7 Section 34 The number of doctoral students accepted must not exceed the number that can be offered supervision and otherwise acceptable study conditions and whose studies are funded in accordance with Section 36. 2.4 Announcement of student places and doctoral studentships Higher Education Ordinance, Chapter 7 Section 37 Decisions relating to admission are made by the higher education institution. A person who wishes to be admitted to a third-cycle education must apply within the time prescribed and in compliance with the procedures laid down by the higher education institution. When a higher education institution intends to admit one or several doctoral students, information about this is to be provided through advertising or in other similar way. However, in connection to the following, information need not be provided 1. the admission of a doctoral student who is to complete the education within the frame of an employment with another employer than the higher education institution. 2. the admission of a doctoral student who has previously begun third-cycle studies at another higher education institution, or 3. any other similar special grounds. Doctoral student positions and doctoral appointments at Linnaeus University are to be advertised publicly, with the exception of cases like the ones described in the ordinance section above. Advertising is the standard procedure and this is to be applied whenever there are vacant student places and funding for education at thirdcycle level, regardless whether this funding is internal or external. As a rule, advertising takes place throughout the year. Special grounds (third point above) for not announcing/informing about available doctoral student places and funding of studies at third-cycle level are to be applied restrictively. At Linnaeus University, special grounds may apply in the following circumstances: When there are dedicated funds for a named lecturer to complete third-cycle studies as a form of in-service training. 9 (31)
When a doctoral student admitted to Linnaeus University wishes to be admitted to third-cycle education within another field of subject at the university. When a doctoral student who has completed an education leading to a licentiate degree applies for the latter part of education at third-cycle level leading to a doctoral degree. When a doctoral student is either self-funded or has received a scholarship. When external funding is granted for a project for which the funding body has stipulated a specific named doctoral student in the application. 2 Decisions regarding exceptions from announcement/information are made in accordance with applicable decision-making procedures and delegations of authority. 3 An employment profile is to be established before the vacancy is announced. The announcement is to be based on the employment profile. Apart from information about the vacant position, the announcement must state how the appointment is dependent on the admission decision, what entry requirements apply for admission to third-cycle education in the subject, and what assessment and selection criteria apply. Doctoral studentships are announced as full-time appointments (in which departmental service may be included). Employment profile and announcement are to follow the applicable template at Linnaeus University. 2.5 Application When applying for an education at third-cycle level the appropriate application form must be used. Documents verifying general and specific entry requirements, and any other documents that may be required, are to be enclosed with the application form. 2.6 Preparation for an admission decision When an application for admission to education at third-cycle level and/or application for a doctoral studentship has been received, this is to be entered into a journal, and any received documents are to be registered in order to make it clear what has been received and when. The admission decision will then be prepared by the body which in accordance with the decision-making procedure and delegations of authority is responsible for this. In order for the process to be conducted in a legally sound way, the documentation must be explicit and account for the various standpoints. 2 Paragraph taken from Linnaeus University's local admission procedures. 3 See note 1. 10 (31)
The eligibility of an applicant must always be reviewed, and if there are several applicants those who are placed in a top group are to be placed in order of precedence. Applicants are to be assessed on the basis of the assessment and selection criteria stated in the subject's general study plan, and any other criteria stated in the announcement. The possibility of positive special treatment for the underrepresented sex is to be taken into consideration. The relevant material for the admission decision is to be handed over to the decision-making body and consist of a minimum of the following: A list containing all applicants, including an indication as to whether they are qualified or not. If an incoming application has been considered for selection despite having been received after the closing date a motivation as to why must be included. The application forms of all applicants who have been placed in a top group. Certificates and the like verifying general and specific entry requirements, CV/résumé, and an outline of the proposed thesis subject of the applicants who were placed in a top group. An assessment of how the applicants placed in a top group are expected to benefit from the education (an individual appraisal for each student), based on the appropriate assessment and selection criteria, as well as a short description of the review process (for instance, whether assessor panels have been used and whether interviews have been carried out). An equivalence assessment, if an applicant in a top group received his/her education at a university in another country. A description of funding and other resources. A brief version for announced doctoral studentships and a more detailed, including any written agreements, if other types of funding is involved. The concerned head of department (or heads of department) are to state whether there are sufficient funds at the department/departments. In cases where there is only one or a small number of applicants for an announced doctoral studentship, or when an application concerns admission not announced as a doctoral studentship, the preparation and supporting documents are adapted accordingly. However, regardless of the number of applicants, entry requirements, suitability, funding plan, and available resources must always be taken into consideration. 2.7 Admission decision The supporting documents described above are to be handed over by the preparatory body to the decision-making body, together with a proposal for a decision. This proposal is to contain the names of the applicant/applicants suggested for admission, any reserve placements and their relative order, intended degree (doctoral or 11 (31)
licentiate), start date for the studies, any study time deduction, and proposal for principal supervisor, assistant supervisor, and examiner. If the admission is linked to an announced doctoral studentship, the appointment process is to begin immediately following the admission decision. The decision and the supporting documents are to be entered into a journal and archived in accordance with applicable regulations (document management plan) and notifications to all applicants are to be dispatched immediately following the admission decision no later than two weeks after the decision has been taken. 3. Funding of education at third-cycle level 3.1 Possible forms of funding The following forms of funding may apply to third-cycle education at Linnaeus University - appointment as doctoral student (with internal or external funding), - funding through appointment with other employer, - funds specifically dedicated for lecturers, - scholarship funding, and - other self-funding. If an applicant wishes to be admitted with another form of funding than an internally-funded doctoral studentship, the reliability of the funding plan is to be assessed. Third-cycle education at Linnaeus University should primarily be funded through doctoral studentships. However, students with other forms of funding may be admitted to third-cycle education if it is deemed by the responsible body that the funding will cover the costs for living as well as the costs for the department, what goes for facilities, supervision, defence of the doctoral thesis, and other expenses. A requirement is that it should be possible for the student to complete the education within four years what goes for a licentiate degree or within eight years what goes for a doctoral degree. 3.2 Doctoral studentship A doctoral studentship corresponding to four years of full-time studies is normally divided into a number of appointments. The appointments are usually for one year each. 12 (31)
Higher Education Ordinance, Chapter 5 Section 7 Doctoral studentship appointments should be valid until further notice. However, no longer than until a certain point in time and never longer than for one year after the completion of the doctoral degree or the doctoral degree in fine arts. The first appointment may be for no longer than one year. The appointment may be renewed with a maximum of two years at a time. A person may be appointed to a doctoral studentship for a maximum of eight years. The combined time period of the appointment may not, however, exceed the equivalence of four years of full-time education at third-cycle level. For studies that are to be completed with a licentiate degree or a licentiate degree in fine arts, the combined time period of the appointment may not exceed the equivalence of two years of full-time education at third-cycle level. From these time periods, deduction is to be made of the study period during which the doctoral student was not appointed to a doctoral studentship. The combined time period of the appointment may, however, exceed what is stated in the third paragraph if there are special grounds for this. Such grounds may be leave on the basis of illness, military service, work as a trade union or student union representative, or parental leave. Renewal of doctoral studentship The first appointment will be for one year. After that the appointment will be renewed, if the conditions below have been met, with, normally, one year at a time. For a prolongation of a doctoral studentship, the doctoral student must have fulfilled his/her commitments in accordance with the individual study plan and the timetable set to ensure that the doctoral student completes his/her education in what is equivalent to four years of full-time studies for a doctoral degree and what is equivalent to two years of full-time studies for a licentiate degree. A doctoral student with a doctoral studentship appointment is entitled to be granted leave, with the corresponding prolongation, on the basis of illness, parental leave, military service, or work as a trade union or student union representative. Leave of absence, including a corresponding prolongation of the study time, may be granted also in other situations than the ones listed above. Each case is to be decided after individual assessment. An example of other special grounds for prolongation is when a supervisor has been dragging on through no fault of the doctoral student, which has made it impossible for the doctoral student to carry on with his/her research studies. 13 (31)
Part-time doctoral studentship Higher Education Ordinance, Chapter 5 Section 3a A doctoral studentship should be a full-time post. If so requested by a doctoral student, the appointment may be turned into a part-time post, however, it must equal no less than 50% of a full-time post. Doctoral studentships are announced as full-time appointments (in which departmental service may be included). If a doctoral student so requests, the percentage of full-time employment may be changed when a new appointment is agreed. Salary Salaries are set according to the applicable salary scale for doctoral studentships. Departmental duties Higher Education Ordinance, Chapter 5 Section 2 A person appointed to a doctoral studentship should primarily devote himself/herself to his/her own studies. An appointee may, however, work to a limited extent with education, research, artistic development, and administration. However, before a doctoral degree or a doctorate in fine arts has been awarded, duties of this kind may not comprise more than 20% of a full-time post. Such work will be referred to as departmental duties. Doctoral students on a 50% studentship may not perform departmental duties as part of their studentship. Departmental duties are paid for by the department for which the work is done, and are normally arranged financially as part of the doctoral studentship. Doctoral students who, as part of their departmental duties, teach in education at first- or second-cycle level at Linnaeus University, must have gone through part one (7.5 credits) of the qualifying university pedagogy education, or in other way have acquired equivalent knowledge. 14 (31)
3.3 Co-funding of doctoral studentship If an externally-funded project which includes doctoral studentships requires cofunding, decisions regarding this are to be made before the process of announcing the doctoral studentship may be initiated. 3.4 Funding through appointment with other employer Third-cycle studies may be funded through appointment with other employer, given that the employer permits that the third-cycle studies are carried out within the scope of the appointment. An agreement on the conditions is to be signed by the employer and the university. The funding plan and the sustainability of the funding plan is to be assessed carefully. Third-cycle studies may not be carried out at a lower percentage of full-time employment than 50%. Other employer may, for instance, be a public authority, a company, or an interest organisation. 3.5 Scholarship funding Definition A scholarship is an allowance (gift) that contributes to the education of a physical person. The allowance must be intended to be a donation and the scholarship must not be a form of compensation for work or other performance. An example of a scholarship for third-cycle education is when a doctoral student from abroad has secured an allowance in his/her home country or from a Swedish scholarship provider. Cost levels Applicants can be admitted to education at third-cycle level if the scholarship covers the entire length of the education and amounts to at least 30% of the current price base amount per month (the price base amount is revised on an annual basis). The faculty is responsible for making sure that there is full coverage for expenses for supervisor, facilities, equipment, and any other laboratory costs, other attendant costs, etc., if these are not covered by the applicant or the scholarship. Insurance Doctoral students without a doctoral studentship who take part in the university's activities are covered by insurance from Kammarkollegiet. In addition to this, the university has a special insurance, through Kammarkollegiet, for doctoral students who have scholarship funding. The insurance covers compensation in cases where a doctoral student's scholarship is discontinued at illness or parental leave. The insurance does not entitle compensation if the doctoral student is entitled to corresponding compensation through some other insurance. 15 (31)
The doctoral student should be informed in writing about what funding and insurance conditions apply during the education period, including information on what other type of insurance the doctoral student may want to consider. 3.6 Other forms of self-funding A doctoral student who finances his or her own studies through so-called selffunding has a weaker social security. Admission with self-funding should, therefore, be applied restrictively. Definition Self-funding refer to financing where no employer or the like can guarantee funding, and the doctoral student is himself/herself responsible for his/her financing throughout the entire length of the study period. Cost levels The same rules regarding cost levels apply for self-funded doctoral students as for those who have scholarship funding. See heading "Scholarship funding" above. Insurance Doctoral students without a doctoral studentship who take part in the university's activities are covered by insurance from Kammarkollegiet. The insurance that apply for doctoral students who have scholarship funding, in case funding is discontinued due to illness or parental leave, does not apply for doctoral students who are selffunded. 4. General study plan, individual study plan, course description, and course evaluation 4.1 General study plan Higher Education Ordinance, Chapter 6 Section 26 Each field of subject in which the university offer third-cycle education must have a general study plan. Section 27 In a general study plan the following should be stated: the principal content of the education, specific entry requirements, and any other instructions necessary. The general study plan of a subject should be established in connection to the establishment of the field of subject at third-cycle level. The general study plan 16 (31)
should be established in Swedish, in accordance with a special template, and translated into English. The general study plan should include the following information: description of subject and, if applicable, specialisation the objectives of the education (qualitative targets for licentiate and doctoral degree in accordance with the Higher Education Ordinance and local targets) entry requirements assessment and selection criteria for admission to third-cycle education in the field of subject (fundamental criteria for admission to third-cycle education in the subject, regardless of any specialisation stated in, for instance, the announcement of a doctoral studentship) the organisation and content of the education possibility to obtain a partial qualification in the form of a licentiate degree description of credits awarded to the thesis and course components for both licentiate and doctoral degrees description of course requirements and what part of these are compulsory, for both licentiate and doctoral degrees requirements for monograph thesis, compilation thesis, and jointly-written thesis description of quality assurance processes for the thesis work possible degree designations date from which study plan is valid if applicable, any transitional regulations in relation to previous general study plans, and a description of the options for doctoral students to switch from an older to the current general study plan. A doctoral student who has been admitted to a programme that follows an older general study plan should be allowed to get his or her degree based on that study plan, on condition that it adheres to the current Higher Education Ordinance. However, it is recommended that all doctoral students follow the most recent general study plan. 17 (31)
4.2 Individual study plan Higher Education Ordinance, Chapter 6 Section 29 For each doctoral student an individual study plan should be established. This plan is to contain the undertakings to be made by the doctoral student and the higher education institution, as well as a timetable for the doctoral student's education. The plan is to be established following consultation with the doctoral student and his/her supervisor. The individual study plan is to be reviewed regularly and, following consultation with the doctoral student and his/her supervisor, be amended by the higher education institution to the extent required. The period of study may be extended only if there are special grounds for this. Such grounds may be leave on the basis of illness, military service, work as a trade union or student union representative, or parental leave. The significance of the individual study plan The individual study plan should describe how the education is organised, how the work is planned, and how responsibility is divided between doctoral student and supervisor. This agreement is to be adhered to by all parties involved during the period in question. The individual study plan is of crucial importance to the assessment of accountability and the review of how the different parties have lived up to their commitments. The planned time frame should allow the doctoral student to complete the education in what is equivalent to four years (doctoral degree) or two years (licentiate degree) of full-time work. It is important that the planning is realistic and that the follow-up reflects the progress of the studies in reality. Establishment, follow-up, and revision The first individual study plan is to be established immediately following the start of the education. The principal supervisor is responsible for the drawing up of the individual study plan, its follow-up and revision. Follow-up and revision should take place at least once a year. However, it is recommended that the plan is revised and a new one established if there are any major changes in the education's planning, even if this means a revision during the current "plan year". Follow-up and revision is to take place in consultation between doctoral student and supervisor before it is established in accordance with the current decision-making procedures and delegations of authority. If changes to the individual study plan in any way risk affecting the education's length, it must be clearly stated in the study plan how this risk will be countered, what measures may be necessary, and who will be responsible for the implementation of these measures. The doctoral student, the supervisors, and in some cases also the examiner, are to consult each other regarding a new planning, 18 (31)
which will then result in the establishment of a revised individual study plan in accordance with current decision-making procedures and delegations of authority. If the parties involved in the establishment and revision of the individual study plan cannot come to an agreement on its content, on the description of how responsibilities and tasks are shared, or on commitments and/or follow-up, and if as a result any of the parties consider themselves unable to sign the individual study plan, the university may still establish an individual study plan. If the parties have not been able to reach an agreement this should be stated clearly in the documentation. The individual study plan in relation to a doctoral studentship An individual study plan which has been recently followed-up and revised makes up an important basis for the extension of a doctoral student's appointment. Only when an appointment ends can supervision and other resources be terminated, if this should be considered necessary. Therefore, it is recommended that a follow-up and the establishment of a revised individual study plan take place two months before the current doctoral student appointment ends at the latest. Contents The individual study plan should include the following information: Basic information The doctoral student's personal and contact details Name, personal identity number, address, phone number, email Department and faculty Individual study plan (ISP), admission and general study plan (ASP) Time period for this ISP Admitted to subject Admission date Intended degree (licentiate or doctoral) Start date of studies Planned examination date (year/month) General study plan followed (title, date of ratification, and registration number) Division between thesis credits and course credits according to ASP (number of credits) Other basic information relating to the third-cycle education Funding plan for the entire period of study Appointment or funding form for the time period of the plan Supervisors and examiner Distribution of supervision between the principal supervisor and the assistant supervisor as percentage of full-time, as well as distribution of tasks Information about whether any ethic considerations or standpoints of importance to the dissertation thesis have been made. Participation in graduate school or other collaborations between higher seats of learning Completed compulsory higher education teacher training 19 (31)
Thesis format (monograph or compilation thesis) Preliminary title and summary of the thesis Short overview of completed third-cycle studies Reported courses at third-cycle level in Ladok (number of credits) Completed requirements for the degree: courses and thesis credits Accumulated activity at the latest report in Ladok (percentage of 800 and date) Examination seminar or the equivalent Completed studies and follow-up of the previous individual study plan. In connection to follow-up and revision of ISP, the following apply for all three cases below: if the previous individual study plan was not adhered to it must be stated what deviations from the plan occurred, the reason for these, what measures have been taken/are to be taken, and how the responsibility is to be distributed for making sure that the total period of study is not extended. Completed dissertation work (in case of revision: in relation to the plan in the previous ISP) Completed compulsory courses according to the general study plan (in case of revision: in relation to the plan in the previous ISP) Completed eligible courses (in case of revision: in relation to the plan in the previous ISP) Progression of studies and the supervisor process Progression of studies doctoral student's notes Progression of studies supervisor's notes regarding o the studies in general o the doctoral student's progress toward fulfilling the degree objectives for licentiate or doctoral degree Knowledge and understanding, Skills and abilities, Judgement and approach The supervisor process doctoral student's notes The supervisor process supervisor's notes Completed departmental duties, assignment, leave of absence, time off An account of completed departmental duties, commissions of trust, reported sick leave, parental leave, or anything else that have affected the progression of the studies Other activities of importance carried out, or merits for the third-cycle education Account of conference participation, visits to other seats of higher learning, international exchanges, collaborations with the surrounding society/the industry and the like. Planned studies, courses, and thesis work for the coming ISP period Planned studies and dissertation work Planned level of activity (percentage) in third-cycle education for the period in question Planned thesis work for the coming period Planned compulsory courses according to the general study plan Planned eligible courses Planned extent and frequency of supervision 20 (31)
Planned examination seminars or the equivalent Planned departmental duties, leave of absence, etc. for both doctoral student and supervisor Account of planned departmental duties, commissions of trust, parental leave, etc. (time period and percentage) Activities of the supervisors that may have a negative impact on the extent and/or quality of the supervision Other activities of importance or merits for the third-cycle education Planned participation in conferences, visits to other seats of higher learning, international exchanges, collaborations with the surrounding society/the industry and the like. Other, signatures, and information on consultation Other Information on whether any performance appraisal has taken place (apply for all employees at Linnaeus University) Information on whether any conversation has taken place regarding career opportunities Signatures, clarification of signature, and date of signature It is to be made clear that through his/her signature the doctoral student confirms that the information handed in is correct and that the planning and follow-up has been carried out in consultation with the principal supervisor. It is to be made clear that through his/her signature the principal supervisor confirms that the information handed in is correct and that the planning and followup has been carried out in consultation with the doctoral student, and that the assistant supervisor has taken part of the content of the plan. It is to be made clear that through his/her signature the head of department confirms having taken part of the content. 4.3 Course syllabus Every course within third-cycle education, with the exception of independent study courses, must have a course syllabus stating course objectives, content, requirements, forms of tuition, examination forms, course evaluation, literature, and any other teaching aids. 4.4 Course evaluation Higher Education Ordinance, Chapter 1 Section 14 The higher education institution is obligated to give its students who take part in, or have taken part in, a course the opportunity to state their experiences and viewpoints of the course through a course evaluation arranged by the higher education institution. The higher education institution is to compile the course evaluations and inform about the results and any possible decisions on measures to be taken as a result of the course evaluations. The results are to be made available to the students. 21 (31)
5. Credit transfer, study time deduction, and course grades 5.1 Credit transfer Higher Education Ordinance, Chapter 6 Section 6 If a student at a higher education institution in Sweden has completed a certain university education with a passed result, that student is entitled to a credit transfer if starting an education at another higher education institution. However, this does not apply if there are significant differences between the educations. The same apply for students who have completed a certain education with a passed result 1. at a university or other seat of higher learning in Denmark, Finland, Iceland, or Norway, and for those who are covered by the Council of Europe's convention from April 11, 1997 on recognition of proof regarding higher education in the European region (SÖ 2001:46), or 2. at the Nordic School of Public Health. Section 7 A student is entitled to a credit transfer for other education than the one referred to in section 6, if the knowledge and skills referred to by the student are of such nature and scope that they largely correspond to the education for which they are meant to be given credit. A student is also entitled to a credit transfer for corresponding knowledge and skills acquired through professional experience. Section 8 The higher education institution is to try whether earlier education or activities entitle the student to a credit transfer. Only a person who is a student may be considered for a credit transfer, unless otherwise stated by law or ordinance. In the individual study plan it should be stated what courses are part of each doctoral student's education. If courses completed at other seats of learning are not included in the individual study plan, the doctoral student may apply for a credit transfer, if the courses are considered to correspond to any courses in the study plan. If a course at another higher education institution is already included in the individual study plan as part of the education, no credit transfer is required. Decisions regarding credit transfers are to be made based on data in the form of, for instance, excerpts from Ladok, course certificates, and other information regarding course content. Credit transfers are to be documented in the individual study plan and in Ladok. Other courses at first- or second-cycle level than the ones required, may after approval entitle a credit transfer. In case of an approval, the number of credits is to be stated in the decision. The number of points is to be adjusted taking into account the fact that the requirements for studies at third-cycle level are higher than for studies at first- and second-cycle level. Courses that are required in order to be 22 (31)
admitted to third-cycle education may not result in a credit transfer within the education. 5.2 Study time deduction In connection to an admission to third-cycle education at Linnaeus University, course credits and completed thesis work that entitle a credit transfer may result in a reduction of funding duration and accumulated degree of activity. Study time deduction which as a maximum may correspond to the doctoral student's previous accumulated degree of activity (for instance, when a doctoral student with licentiate degree as ultimate objective is admitted with doctoral degree as ultimate objective) is to be carried out with the doctoral student's best interest in mind, while also making sure that no more than the necessary amount of research funds is spent. Study time deduction is to be documented in decision regarding admission, admission notification, the individual study plan, and in Ladok. 5.3 Course grades Higher Education Ordinance, Chapter 6 Section 32 Examinations that are included in education at third-cycle level are to be assessed in accordance with the grading system prescribed by the higher education institution. The grade is to be determined by a teacher (examiner) who has been specially appointed by the higher education institution. Completed course within the education at third-cycle level is to be assessed with one of the grades Pass or Fail. 23 (31)
6. Public defence of thesis and doctoral degree Higher Education Ordinance, Chapter 6 Section 33 The qualification descriptors for doctoral degree and doctoral degree in fine arts state, among other things, that an approved doctoral thesis is required for an award of these degrees. The doctoral thesis is to be presented and defended orally in public. At the public defence of the thesis an opponent shall be present. Section 34 At least one of the persons participating in the grading of a doctoral thesis must be someone who does not have a post at the higher education institution awarding the degree. Section 35 The higher education institution may issue regulations for the grading system to be used as well as on public defences and grading in other respects. 6.1 Prerequisites for the public defence of a thesis Before the application for the defence of a thesis is submitted, a review of the doctoral thesis must have been carried out, in which the thesis must have been considered to meet the qualitative targets and other requirements stated in the general study plan for the subject. The doctoral student's examiner is responsible for making sure that the revision takes place. Notification of the date of the defence of a doctoral thesis and the defence itself may take place during the following time periods: autumn August 15 December 21 spring January 10 the last Saturday before Midsummer A faculty should not arrange more than one public defence at the same time or on the same day. The public defence of a doctoral thesis is to take place at Linnaeus University, exemption is only possible in exceptional cases. 6.2 Application for the public defence of a thesis The public defence o a thesis has to be applied for at least two months before the proposed date of the public defence. The application is to be submitted using the appropriate form and must contain: 24 (31)
The doctoral student's personal details Subject to which the doctoral student has been admitted Department to which the doctoral student belongs Names of the doctoral student's principal supervisor and examiner Title of the thesis For a compilation thesis: a list of parts that are included in the thesis, including details of any co-author(s), where the parts have been published or accepted, whether the parts have been submitted to a scientific journal or are still in manuscript form, and a description of the doctoral student's contribution to any joint publications. Proposed date, time, and location for the defence of the doctoral thesis Proposed opponent, including contact details Proposed examining committee members, including contact details Proposed group substitute for examining committee members, including contact details Proposed chairman of the public defence of the thesis Signatures The decision-making body establishes the date, time, and location for the public defence of the thesis, appoints an opponent, an examining committee, a group substitute for examining committee members, and a chairman of the public defence. 6.3 Impairment of independence There must be no impairment of independence between, on the one hand, the doctoral student and, on the other hand, the opponent and the examining committee members. Section 11 of the Swedish Administrative Procedure Act (1986:223) describes impairment of independence as a situation where a member of a decisionmaking body who participates in the deliberation or presentation of a report may be considered to lack objectivity in his/her position. The following rules concerning impairment of independence apply to the grading of doctoral theses at Linnaeus University. Impairment of independence applies in case scientific collaboration or coproduction has taken place during the last five years. Co-authoring a joint production counts as co-production. Impairment of independence applies to a longer period than five years in case of close collaboration. Exemption from the five-year rule may be given if the collaboration took the form of multi-centre studies, something that is assessed from case to case. Collaboration between third-cycle students and their supervisor(s) is always considered impairment of independence, regardless of how long it was since this collaboration took place. 25 (31)