Milestones during the third year

 

Milestones during the third year of the PhD Programme

1. Overview

Enrolment on the 5+3 programme at the PhD School under SAMF involves three evaluations being carried out during the PhD programme of study:

 

  • Evaluation 6-9 months after enrolment
  • Mid-term evaluation 16-18 months after enrolment
  • Third evaluation 30 months after enrollment 
2. Third evaluation

The purpose of this evaluation is to carry out an evaluation of the project’s progression, follow up on the evaluators' recommendations from the mid-term evaluation status of planned/completed study elements and feedback from the principal supervisor regarding the status of the dissertation. The evaluation also provides the PhD student with the option of getting a second opinion on the PhD project. The overall purpose is thus to ensure that the programme is completed on time with the allocation of a PhD degree.

The internal assessor will again be involved in this final evaluation of the PhD programme with a view to follow up on the evaluators' recommendations from the mid-term evaluation and therefore also ensure continuity and “different eyes” on the project. The department may also choose to involve the external assessor on the basis of a specific assessment.

The follow up on the evaluators' recommendations from the mid-term evaluation will be made on the basis of no more than two pages of status paper from the PhD student.

The principal supervisor, head of research group or head of department shall further discuss carrier plans with the PhD student in connection with the evaluation. The discussions shall address the question of PhD students’ potential for continuing an academic career, as well as the possibility of the department or research group offering a position after the PhD programme has ended. The internal and/or external assessor may be involved in discussions of career plans if deemed relevant.

3. Third evaluation must contain the following

The PhD student and principal supervisor shall jointly prepare:

  • No more than two pages of status paper describing the research efforts made so far on the PhD project (progress, results, possible challenges and addressing of recommendations from the mid-term evaluation) and research plans for the remaining part of the PhD programme.
  • An overview of the expected content of the dissertation (list of articles, chapters or similar) stating the status of the different parts (including reviewed, published, completed, being proofed, prepared, planned or similar).
  • A brief overview of completed and planned courses, dissemination activities and relocation/exchange programmes.
  • Risk assessment in relation to whether the project can be completed on time. What measures have been planned with regard to managing/addressing any challenges?

The PhD School’s form for third evaluation must be used.

4. Principal supervisor’s role

The principal supervisor is responsible for the status paper being submitted to the internal assessor.

The principal supervisor shall prepare a statement that must include an assessment of the previous programme and any planned adjustments and amendments in relation to the PhD plan, as well as an assessment of the PhD student's ability to complete the programme according to the PhD plan.

The statement must either confirm that the PhD programme is conducted according to the PhD plan or explain the necessary adjustments, e.g. what is needed and how to achieve the goals on time.

5. Assessor’s role

The internal assessor is expected to address possible criticisms/risks that the PhD student should be aware of on the basis of the PhD student's status paper. The assessor prepares a statement, which must be submitted to the principal supervisor.

6. Principal supervisor and assessor statements

Principal supervisor and assessor statements are submitted to the PhD School.

The principal supervisor is responsible for ensuring that the third evaluation is submitted to the PhD School Secretariat in good time, i.e. within 30 months of enrolment.

The PhD School sends a copy of the statement from the principal supervisor to the PhD student who has the opportunity to comment on the statement within the space of two weeks.

7. Deadlines

The final evaluation of the PhD programme is carried out within 30 months of the submission of a PhD thesis.

8. Assessment of the evaluation

The Head of the PhD School must approve the third evaluation.

The Head of the PhD School may choose to call the PhD student and/or principal supervisor, and the Head of the Department, for an interview to gain further understanding of the written material in the event that the third evaluation has revealed indicators of problems with the implementation of the PhD programme.

After each evaluation, the Head of the PhD School assesses whether the programme is stafactory on the basis of the written material and any interviews that have been cariied out. The PhD Student, principal supervisor and the Head of the Department are notified in writing about the result of the assessment.

In the event that the programme cannot be approved, clear reasons must be given for this, as well as an indication of the points, which have been unsatisfactory, so that the PhD student is able to substantiate a view on the shortcomings. In the event that the programme is not approved, the PhD student has a deadline of two weeks to submit any comments. The PhD student will then receive an offer regarding re-establishment.

9. Rectification period

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.

10. The thesis and the PhD defence
For more information regardring submission of your thesis and the PhD defence, click here.

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