Information for PhD students at IHA Contents 1. Announcement of the initial and midway PhD seminars Page 1 2. PhD programmes at IHA Page 1 3. Suggested procedures for arranging INITIAL and MIDWAY SEMINARS for PhD students at IHA Page 2 4. Final phase of a doctoral programme Page 3 5. Additional provisions to the regulations for the Philosophiae doctor (PhD) degree at IHA Page 6
1. Announcement of the initial and midway PhD seminars The department s PhD Programme Committee (hereinafter referred to as FUU, short for Forskerutdanningsutvalg) decided that all PhD students shall arrange an initial seminar for approval of their PhD study plan. The seminar is to be announced on the IHA Intranet, and shall be open to all interested parties. Two (ECTS) credits are awarded for arranging the initial seminar. Furthermore, a midway seminar shall be held to report on the project's progress. This seminar shall also be announced on the IHA Intranet site. Two credits are awarded for arranging the midway seminar. Both seminars shall be held to ensure the progress of the student's PhD programme. Please contact Liv Lønne Dille to arrange the announcement of the seminars on the Intranet. Fields in which doctoral degrees are offered at IHA PhD programmes are linked to one of the department's main subject areas. If necessary, a subtitle can be used to specify the field of the thesis. At IHA, doctoral degrees are offered in the following main subject areas: Norwegian subject name Avl og genetikk Ernæring Molekylærgenetikk Etologi Fysiologi Bioinformatikk Animalieteknologi English subject name Animal Breeding and Genetics Animal Nutrition Molecular Genetics Ethology Animal Physiology Bioinformatics Meat and Fish Technology If the thesis subject does not fit into one of the above-mentioned subjects, it must be discussed and specified from case to case. For example, a specific animal species or scientific focus can be added in parentheses after the subject name. 2. PhD programmes at IHA Guidelines for admission to a PhD programme and approval of curriculum at IHA The admission to and approval of PhD programmes is a two/step process: approval of admission as a PhD student, followed by approval of the student's project plan and curriculum (see items 1 and 2 below). All applications are first dealt with by the FUU, followed by final approval by the IHA Department Board. 1. Approval of admission to PhD programmes at IHA The candidate must apply for approval as soon as she/he enters into the position as research fellow ( stipendiat in Norwegian). The application shall include: brief project description (max. ½ page), simple budget (wage and operating costs), required supervision (proposal for an advisory committee) and documentation of previous education. 2. Approval of project plan and curriculum After having been admitted to a PhD programme, the candidate begins preparing a more comprehensive project description (max. 2 pages) and the programme curriculum. The plan shall be submitted to the FUU within 6 months after the candidate has entered into the 1
position. The candidate must have completed the initial seminar before the FUU can approve the final plan (see guidelines). The project plan shall include a discussion of the project background, topics of study and a brief description of materials and methods. The working titles of planned articles can also be included, in addition to a short schedule describing when the programme s various courses and learning objectives are to be completed. The programme curriculum shall include courses and activities equivalent to at least 40 ECTS credits. Of these, at least 30 ECTS credits shall be taken as courses at the 300 and 400 levels. The remaining credit requirement can be obtained through other activities (initial and midway seminars, lectures or posters presented at conferences, NOVA courses, teaching). Credits awarded for various activities: o Lecture/poster presentation at conference, seminar, etc. = 4 credits o Teaching: 1 class lecture = 1 credit o Credit can also be obtained for other teaching activities (than lecturing) o 5 standard teaching hours = 1 credit o Participation on NOVA courses = 2 credits For more information, see the FUU website The FUU advises PhD students and their advisors to be reasonable with regard to the number of courses and credits for which they apply approval. 3. Suggested procedures for arranging INITIAL and MIDWAY SEMINARS for PhD students at IHA These compulsory seminars have been introduced to make sure that PhD students quickly start working on their projects, that they receive the opportunity to show preliminary results and are enabled to discuss the project s practical and scientific challenges. Credits are awarded for both seminars (2 x 2 credits). The main supervisor is responsible for the practical implementation of the seminars, whereas the PhD student (in cooperation with the advisory committee) is responsible for their scientific contents. The seminars shall be announced and are open to all interested parties. The research group(s) with which the student is affiliated shall participate in the seminars, and thus have a specific responsibility for ensuring that the student benefits from the session. If desired, the supervisor can appoint an opponent, who is responsible for making sure that all relevant issues are discussed. The function as opponent should circulate among the researchers in the group. INITIAL SEMINAR The initial seminar shall be held within 6 months after the PhD student has entered into the position. The seminar must be held after the candidate s admission to the PhD programme has been approved, and before approval of the thesis project plan and curriculum. Thus, the seminar contributes to the final design of the project plan and to the choice of relevant courses and other academic activities. 2
Suggestions for implementation of the initial seminar Presentation of project plan with the aim of receiving feedback on the project s focus, design and implementation. Discussion of the project s scope. Are the project s envisioned goals realistic? Discussion of technical, academic and practical resources necessary to complete the project, including a stay at a foreign university or research institute Presentation of curriculum in order to receive suggestions for possible courses, seminars and other activities that can be included in the theoretical part of the PhD degree programme. MIDWAY SEMINAR The midway seminar shall be held after approximately half of the programme has been completed, i.e., after about 1½ years. The seminar is intended to assess the project s progression and identify any shortcomings and obstacles. Suggestions for implementation of the midway seminar Presentation of project status: o Have the intermediate objectives been achieved? o Is there a need for re-evaluation of necessary resources? o Is the candidate receiving sufficient supervision? o Are there any bottlenecks with regard to completion of the project? Presentation and discussion of the project s theoretical basis Presentation of the project s final phase: o Planned publications o Study abroad o Work schedule Discussion of curriculum, identifying the need for any changes The main supervisor notifies the FUU (E-mail: anne.golten@umb.no) when the seminars have been held. If problems arise If, in the course of a PhD project, issues arise that seem difficult to solve, both the student and the supervisor can contact the FUU and ask for an informal consultation. If such a talk is desired, please contact the FUU secretary Anne Golten (phone 64 96 51 56, room 209) or one of the FUU members (link). 4. Final phase of a doctoral programme Responsibilities: a checklist for the supervisor, committee member from IHA, PhD student, secretary and chairperson Responsibilities of the supervisor Review the latest edition of the Regulations for the Doctor Scientarium Degree or the Regulations for the Philosophiae Doctor (PhD) Degree at UMB. Suggest persons who would be appropriate as members of the thesis examining committee. This proposal should be submitted to the FUU no later than 3 months prior to the expected date of the thesis defence. The FUU then submits a proposal to the Department of Academic 3
Affairs c/o Eva Revhaug, who is responsible for sending the degree regulations, guidelines for assessment of Norwegian doctoral degrees, form for remuneration of committee members (does not apply to UMB employees), form for coverage of travel expenses and travel checklist (does not apply to UMB employees), and the examining committee notification form (only UMB employees). A CV or a short presentation of external examiners shall always be included. Prepare a short description of the thesis and the lectures to be held at the thesis defence. Send this to Liv Lønne Dille, who is responsible for preparing and delivering a press release. Responsibilities of the IHA committee member Make an agreement with the PhD student and the examining committee on a schedule for the final phase of the thesis work, including a thesis submission deadline. The thesis defence date can be determined before the thesis has been approved, but remember that there always is a risk of having to cancel the thesis defence in case of non-approval. When deciding upon a date for the thesis defence, remember that the student, supervisor, committee members and the department head at IHA are contracting parties. Notify the head of department and the FUU secretary when the date of the thesis defence has been determined. Make sure that the remaining committee members have received the thesis at least six weeks prior to the thesis defence. Send a written notice to the FUU secretary or the Department of Academic Affairs c/o Eva Revhaug, confirming whether or not the thesis has been approved and is considered eligible for defence, no later than 14 days prior to the planned thesis defence date. Make sure that the assigned subject of the trial lecture is determined by the committee and presented to the candidate ten workdays before the thesis defence. The subject of the trial lecture and the thesis title shall also be submitted to the FUU secretary (Anne Golten). Make sure that external committee members are welcomed and are assigned accommodation. Make sure that examining committee members send a copy of their passport, the travel reimbursement form and the remuneration form. As soon as possible after the thesis defence (within one week), complete and send the Examining committee notification form to the FUU secretary (or directly to Eva Revhaug). Responsibilities of the candidate Make sure that documentation showing satisfactory completion of the PhD degree s course and academic programme is submitted to the FUU secretary. Review the requirements for PhD degrees at UMB (contents and form). A template for doctoral degrees at UMB has been developed, and can be accessed via the Intranet site for Cirkus, under PhD studies. You can also contact Berit Hopland (Information Dept., phone 5024). 4
Obtain ISSN and ISBN numbers for the thesis from Eva Revhaug at the Department of Academic Affairs. No later than seven weeks before the thesis defence, one copy of the thesis shall be sent to the Department of Academic Affairs c/o Eva Revhaug, and one copy to each of the examining committee members. Have the thesis printed. Printing expenses are covered by the candidate s project or the general expense budget. If the project does not have sufficient funds remaining, it is possible to apply for funding from the FUU. Notify the technical support staff of required access to AV equipment during the thesis defence. You are entitled to 45 minutes for the lecture on the assigned subject. Following a 15-minute break, you are allowed 30 minutes (maximum 45 min.) for the presentation (summary) of your thesis. Following the thesis defence: Send 12 copies of the thesis to the Department of Academic Affairs, c/o Eva Revhaug. Submit two copies of the thesis to the IHA library. Responsibilities of the FUU secretary Order the lecture hall for the thesis defence, in agreement with the candidate. Arrange the purchase of flowers and a gift from the department (IHA) to the candidate. Arrange a lunch for the examining committee, supervisor and chairperson before the thesis defence. Make sure that the session s chairperson has all necessary information about the candidate, committee and supervisor. On the day of the thesis defence: Tidy up the premises. Remind the candidate to test the AV equipment preferably a day before the defence. Provide a pitcher of water and three glasses. Make sure that the committee has access to a room that it can use to evaluate the candidate after the lecture and thesis defence. Responsibilities of the chairperson In due time before the thesis defence, make sure that the candidate and the committee members are informed of the routines applying to thesis presentations at UMB. Ensure that the chairperson, candidate and examining committee members enter the room together. 5
Post-defence ceremony: The department is responsible for arranging and funding (up to NOK 5000,-) a ceremony immediately after the defence. The FUU secretary finds out if the candidate has any special wishes regarding the ceremony, before a final decision is made by the department head. The department appoints one person to be responsible for the practicalities of the ceremony. Costs for events on the day of the thesis defence are tax-deductible for the candidate. 5. Additional provisions to the regulations for the Philosophiae doctor (PhD) degree at IHA Theoretical part of the PhD programme: Total scope of coursework and other activities: minimum 40 credits. At least 30 credits must be taken as courses at the 300 or 400 levels. A maximum of 10 credits can be derived from other activities, such as: lectures/posters at conferences, seminars, symposia, etc., teaching or participation on NOVA courses. Credits awarded for various activities: Lecture/poster presentation at conference, seminar, etc. = 4 credits Teaching: 1 class lecture = 1 credit Credit can also be obtained for other teaching activities (than lecturing) 5 standard teaching hours = 1 credit Participation on NOVA courses = 2 credits FUU wishes to emphasize that NorFa, Nova or similar courses can be included in the degree s coursework at the 300 and 400 level. In these cases, the candidate is awarded the number of ECTS credits appointed to the course, provided that the student submits the course s schedule, curriculum and final assessment. For completed courses that have no final assessment, 2 credits are awarded. Course schedule and curriculum must be submitted. After completing a course, documentation of the student s participation must be submitted to the FUU secretary. Additional 2 credits are awarded if the student gives a talk/presentation at the department after completing a course. In order to receive credit for presentations/lectures/posters at conferences, etc., the PhD student must either be the one presenting the lecture/poster or be the main author (poster). In order to receive credit for teaching activities, documentation must be submitted (course schedule, confirmation by course coordinator, etc.). Application to doctoral programme and Study plan use the old forms, which you can find under PhD studies at UMB on the Student Information website. However, for applying for PhD coursework approval, use the following form Eng. 6