Regular assessments

There should be ongoing, regular assessments during the PhD program to determine whether the PhD student is adhering to the PhD Plan. These assessments are necessary to ensure that the student's progress aligns with the plan's objectives. 

If it is found that the PhD student is not following the PhD Plan or that adjustments are necessary for various reasons, the plan can be modified to accommodate changes in the research project or other circumstances.

If, despite adjustments to the PhD Plan, the Head of the PhD School assesses that the PhD student is still not following the plan, the student must be given the opportunity to reestablish the PhD project. This reestablishment period can last for up to three months. It is important to note that the reestablishment period should not extend the overall duration of the PhD. This period is provided to help the student realign with the PhD Plan and overcome any difficulties that may have arisen. The opportunity for reestablishment may be granted only once during the PhD project.

The regular assessments and the possibility of reestablishment are mechanisms designed to ensure that the PhD student's progress remains on track and that any issues or deviations from the original plan can be addressed effectively without significantly prolonging the overall PhD program.

Planned assessments

The assessments during the PhD program are essential for monitoring progress and ensuring the successful completion of the program. Here is an outline of the planned assessments for both 5+3 and 4+4 PhD students: 

 For PhD students enrolled in the 4+4 programme, regular assessments are carried out in accordance with the following plan: 

Mandatory conversation with the Vice Head of the PhD School

After the initial six months of the PhD program, each PhD student is required to have a confidential conversation with the Vice Head of the PhD School. During this conversation, the primary focus is on the well-being and motivation of the PhD student. It provides an opportunity to address any concerns, challenges, or issues that may have arisen during the early stages of the program.

The conversation is confidential, ensuring that the student can openly discuss any personal or professional matters that may be affecting their well-being or motivation. This confidentiality is crucial in creating a safe and supportive environment for the student.

Following the mandatory conversation, PhD students are welcome to schedule additional conversations with the Vice Head of the PhD School at any time during their PhD study. This open-door policy allows students to seek support, guidance, or address any emerging issues as they progress through their program.

The goal of these conversations is to promote the overall well-being and success of PhD students by providing a forum for them to express their thoughts, concerns, and challenges. It demonstrates the institution's commitment to the personal and academic development of its students and ensures that they have the necessary support structures in place to thrive during their PhD journey.

Extraordinary assessments

The regular assessments in a PhD program are essential for monitoring the progress and adherence to the PhD plan. The main supervisor plays a key role in ensuring that the student is following the plan and promptly addressing any deviations. 

The main supervisor is required to maintain regular contact with the PhD student, typically on a weekly basis. These meetings serve as an opportunity to discuss the progress of the research, address any issues, and ensure that the PhD student is following the PhD plan.

If the main supervisor observes that the PhD student is not following the PhD plan, especially in cases involving significant changes or delays, an extraordinary assessment is initiated. Significant changes could include alterations to the research design, data, theory, timetables, the form of the thesis, environmental change details, course program, or knowledge dissemination activities.

The extraordinary assessment is a formal process where the deviations from the PhD plan are thoroughly evaluated. This procedure aims to understand the reasons behind the changes, assess their impact on the overall project, and determine if any corrective actions are necessary.

In cases where the Head of the PhD School assesses that the PhD plan cannot be followed despite adjustments, the student is given the opportunity to reestablish the PhD project. This reestablishment period typically spans three months and is intended to help the student get back on track. It may only be granted once during the PhD program.

These assessment mechanisms provide a structured and supportive framework for monitoring a student's progress and ensuring that they stay aligned with their PhD plan. If deviations or challenges arise, they can be addressed promptly to support the successful completion of the PhD project.

Assessment of the evaluation 

Based on the evaluation, the Head of the PhD School will assess whether the PhD student is following the PhD plan and whether suggestions on changes in the PhD plan can be approved.

If the Head of the PhD School assesses that the PhD plan despite adjustments cannot be followed the Head of the PhD School gives a clear written reason for this and must indicate in which respects the progress has not been satisfactory so that the student is able to relate specifically to the missing elements. If the assessment is not approved, the PhD student has a deadline of two weeks to submit any comments. After this the PhD student will receive an offer of re-establishment. 

Before the Head of the PhD School makes the last planned assessment (for 5+3 students the second assessment and for 4+4 students the third assessment) the Head of the PhD School invites the PhD student to a meeting. The purpose af the meeting(s) is to acquire additional information to the written report. During the meeting the Head of the PhD School and the PhD student have the possibility to discuss specific in connection with the PhD education hereunder problems relating to supervision, planning, or other issues of educational or personal nature as well as carrier options. 

Re-establishment period

The re-establishment period in a PhD program allows  PhD students who are not meeting the requirements of the PhD Plan to have an opportunity to get back on track. 

If the Head of the PhD School concludes that the PhD student is not meeting the requirements of the PhD Plan despite any adjustments, the PhD student must be offered a three-month re-establishment period. This three-month period should not lead to an extension of the total PhD program.

The PhD student has two weeks to accept the offer for re-establishment. If the PhD student does not accept the offer within this timeframe, the enrollment will be terminated.

If the PhD student accepts the offer for re-establishment, the Head of the PhD School will appoint an assessment committee. This committee includes two expert assessors and the main supervisor. The committee's role is to set specific goals for how the PhD student can re-establish their course of study within three months, assess whether changes to the PhD Plan are necessary, and describe the type of support the PhD student needs during the re-establishment period.

At the end of the three-month re-establishment period, the assessment committee will conduct a new evaluation within one month. This evaluation determines whether the student has met the set goals and whether the course of study can continue. 

If the assessment is positive at the end of the three months, the Head of the PhD School approves the assessment, and the PhD program can continue. The Head of the PhD School notifies the student and the main supervisor in writing about this decision.

If the assessment remains negative at the end of the three months, the enrollment will be terminated. The Head of the PhD School will inform any other employer that the enrollment has been terminated and will notify the PhD student and the main supervisor in writing about this decision.

The PhD student has two weeks to submit comments to the Dean regarding the decision of the Head of the PhD School. The final decision in this case will be made by the Dean.

This process ensures that students are given the opportunity to correct course if they are not meeting the requirements and expectations of their PhD Plan.

The Qualifying examination/ Master's examination

For 4+4 PhD students, the qualifying examination is a crucial milestone in their academic journey, as it serves as both a master's examination and an evaluation of their research progress. 4+4 PhD students are initially enrolled as both Master's and PhD students for the first two years of their program.

After two years, these students must take a qualifying examination, which also serves as a master's examination. The purpose of this examination is to demonstrate that the student has attained a skill level equivalent to a master's degree. The master's examination is assessed based on learning objectives at the master's level, ensuring the student has reached the appropriate level of knowledge and skills.

As part of the qualifying examination, the PhD student is required to prepare a written status report. This report should resemble a research article, approximately 30 pages long, outlining the results achieved thus far and presenting future research plans. Additionally, articles, reports, or other materials co-authored by the PhD student should be included as part of the examination.

PhD students enrolled in the master's program in mathematics must before completing the master's examination of 30 ECTS have passed 30 ECTS preparation courses or other individual study activities. 

The qualifying examination includes an oral component, lasting approximately 1 to 1½ hours. It involves a 30-minute presentation by the PhD student, followed by a question-and-answer session. The examination typically covers the presentation content, general academic questions within the field, and a discussion of future research plans.

The oral examination is conducted by the supervisor, with an external examiner present. Both the supervisor and the external examiner provide a comprehensive written assessment of the qualifying examination, which culminates in a grade according to the Danish grading system ("7-trinsskalaen").

The PhD student is informed orally of the examination result immediately after the examination.

The examination protocol is sent to the Examination Office, where the grade is officially registered. Upon passing, the PhD student completes the master's degree and receives the title of "cand. Scient." or "cand. scient. pharm."

The written assessment, approximately one A4 page in length, is submitted to the PhD School, confirming that the qualifying examination has been successfully passed. The Head of the PhD School gives the final approval of the examination.

After the Head of the PhD School approves the qualifying examination, the PhD student receives an employment contract for the remaining two years of the PhD program.

PhD students who fail the qualifying examination cannot continue their research training and must allocate additional time to complete a thesis to obtain the Master's degree.

If a PhD student decides to leave their studies before passing the qualifying examination, any coursework or work completed during the PhD study may be transferred to the Master's education, following the current procedures for credit transfer.