Milestones during the second year of the PhD Programme
The final regular evaluation of the course of the PhD project is carried out after the second year of the PhD study programme. This constitutes the background for an evaluation of the progress made and the results achieved and provides an opportunity to adjust the plans for the remainder of the study period if necessary. The evaluation is based on a status report from the PhD student and his/her principal supervisor and a statement from the principal supervisor.
The report must be written jointly by the PhD student and his/her principal supervisor. The principal supervisor is responsible for ensuring that it is forwarded to the PhD School Secretariat within the deadline. A special form must be used.
The principal supervisor forwards a statement on the course of the programme to date and any planned adjustments and changes in relation to the PhD plan, as well as an assessment of the probability that the PhD student will be able to complete the programme in accordance with the PhD plan, together with the status report. The statement must either confirm that the PhD study programme will be performed in accordance with the PhD plan or provide an account of any adjustments that may be necessary. The PhD student must be given a copy of the statement and allowed two weeks to comment on it.
This report must include:
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a description (approximately half to one page) of the research carried out during the PhD project to date (progress, results, any obstacles) and research plans for the remainder of the PhD period – including any adjustments made in relation to the PhD plan.
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an overview of the expected contents of the thesis (a list of articles, chapters or similar) indicating the status of the various parts (published, completed, being proofread, in progress, being planned or similar.)
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information on completed and planned courses, communication activities, periods spent abroad and the fulfilment of the work requirement for employed PhD students.
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any other information that may be of relevance to an evaluation of the programme.
The PhD student and his/her principal supervisor must forward a status report to the PhD School Secretariat no later than 24 months after submitting the PhD plan.
The Head of PhD School must approve the second year evaluation. The Head of PhD School will inform the PhD student and the principal supervisor of the result of the evaluation in writing.
The Head of PhD School may decide to call in the PhD student and/or his/her principal supervisor for an interview in order to obtain more details in connection with the written material.
After each evaluation, the Head of PhD School decides whether the course of the programme has been satisfactory on the basis of the written material and any interviews. The PhD student and his/her principal supervisor will be informed of this decision in writing.
Enrolment will automatically be extended if the course of the PhD study programme has been approved.
If the course of the programme cannot be approved, clear reasons for this and an itemisation of the areas that have not been satisfactory must be given to enable the PhD student to consider how to tackle its shortcomings. In the event, the PhD student is allowed two weeks to come up with comments, after which he/she will receive an offer to re-establish the programme.
If the Head of PhD School concludes that the PhD student has failed to live up to the requirements in the PhD plan in spite of any adjustments that may have been made, the PhD student must be offered an opportunity to re-establish the PhD study programme within three months. The three months may not as such lead to an extension of the overall PhD programme. The chance to get back on course in connection with a regular assessment can only be given to the PhD student once during the PhD programme.
If the PhD student has not accepted the offer to re-establish the programme within a week of receiving an offer to this effect, enrolment will be terminated.
If the PhD student accepts the offer to rectify the programme, the Head of PhD School will appoint an assessment committee comprising two expert examiners and the principal supervisor. The assessment committee must set out concrete goals as to how the PhD student can re-establish his/her study programme within the three months and decide whether there is a need to change the PhD plan.
At the end of the three months, the assessment committee must perform a new assessment within a month to determine whether the PhD student has achieved the goals set out and can continue with his/her study programme.
If, after the three months, the assessment is positive, the Head of PhD School can approve it and the PhD student can continue his/her studies. The Head of PhD School will inform the PhD student and his/her principal supervisor about the decision in writing.
If, after the three months, the assessment is still negative, enrolment will be terminated. The Head of PhD School may decide to inform another place of employment, if any, of this. The Head of PhD School will inform the PhD student and his/her principal supervisor about the decision in writing. The PhD student can submit remarks to the Dean about the decision made by the Head of PhD School within a week. In this case, the final decision will be made by the Dean.