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Study Administrative Guidelines - PhD candidates at UNIS
Vedtatt av UNIS’ styre februar 2013
All PhD candidates employed by UNIS are registered and admitted to a PhD programme at a Norwegian university. The candidates must therefore adhere to the PhD regulations at their home university. The universities have the main responsibility for the PhD candidates.
However, it is in interest of the candidate, UNIS, and the University that the candidates are actively followed-up by both the home university and UNIS while employed at UNIS to secure best possible academic conditions for the candidate while working at UNIS.
1. Study administrative guidelines for UNIS regarding follow-up of PhD candidates UNIS are responsible for the following:
! Appoint a contact person to be the point of contact between UNIS and the university.
! Prior to employment, request a pre-evaluation of the actual candidate’s education by the university where the candidate is planning to apply for admission, and subsequently make sure that application for admission to a PhD programme is sent according to the deadline specified in the employment contract.
! All UNIS PhD candidates must have at least one local supervisor. When applying for admission to a PhD programme, UNIS shall propose a supervisor among the permanent staff in the relevant department. If the supervisor leaves UNIS during the candidate’s PhD period, UNIS shall propose a new local supervisor.
! UNIS study administration shall arrange a start-up meeting with new PhD candidate and his/
her UNIS supervisor(s). This meeting will focus on the regulations and administrative
routines for the PhD programme at the mainland university where the candidate is admitted/
applying for admission.
! UNIS shall maintain contact with the universities where the students are admitted, and follow up the candidates’ progression, in cooperation with the universities. Furthermore, UNIS shall ensure that the candidates will be part of an active research environment, and facilitate meeting points and good working environment for the candidates.
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o Keep track of the candidates’ progress, in cooperation with the mainland universities o Arrange a separate annual meeting between the candidate and the study
administration
o Arrange for midway evaluations to take place at UNIS if this is approved by the candidate and the mainland university
o Facilitate social and scientific meeting points for the candidates
! Have a meeting with candidate and supervisor(s) towards the end of the PhD period, to review regulations and routines regarding submission, printing of the thesis, trial lecture and public defense.
! Cover and administer the following in relation to the public defense:
o Announcement in the local newspaper, Svalbardposten o If applicable, travel for the candidate to and from Svalbard o Office for the candidate during the reading period
o Practical arrangements of the trial lecture and public defense Auditorium, office for the committee, coffee and tea o Lunch for the candidate, supervisors and evaluation committee o Small reception after the public defense
1. Study administrative guidelines for the universities regarding follow-up of the PhD candidates
The universities are responsible for the following:
! Appoint a contact person to be the point of contact between UNIS and the mainland university.
! Carry out a pre-evaluation of the actual candidate’s education, and subsequently process the PhD candidate’s application for admission to a PhD programme.
! In cooperation with UNIS, appoint at least one supervisor among the permanent staff at the relevant department at UNIS. If the supervisor moves from UNIS during the candidate’s PhD period, appoint a new UNIS supervisor.
! Make sure that the PhD candidate receives all necessary information from the mainland university, regarding PhD regulations and routines, access to online resources at the mainland university (e-mail account, library databases) etc.
! Make sure that UNIS gets information regarding when project period starts and ends and if an extension is granted, leaves of absence, and other relevant information related to the PhD programme e.g. by sending a copy of the admission letter and PhD agreement /contract to UNIS.
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! The universities are responsible for the final stages of the PhD programme regarding submission, appointing of evaluation committee, trial lecture and public defense.
o Costs and administration of printing the thesis for the candidate o Ensure that the UNIS logo is printed on the thesis cover or title page o Submit two printed copies of the thesis, as well as a pdf-file to UNIS
o Inform UNIS of release of the thesis and information regarding the evaluation committee, as well as date and time for trial lecture and public defense
o Book and finance travel and accommodation for the evaluation committee and supervisor(s). The mainland university can invoice UNIS for additional
accommodation and travel costs due to arranging the dissertation in Longyearbyen, amounting to a maximum of 7 000 NOK per person
o Ensure that the UNIS address is also included in all publications (including CRISTIN), in agreement with “Recommended guidelines for crediting academic publications to institutions”
