PhD Handbook. for University of Nordland

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1 PhD Handbook for University of Nordland Autumn

2 Contents 1. Introduction Start-up phase... 5 Financing... 5 Application process... 5 Requirement for project description... 5 Decision on admission...6 PhD agreement...6 Tips and advice for getting started Supervision and scientific affiliation...8 Your rights and responsibilities as a PhD candidate:...8 Supervision...9 What you can expect from your main supervisor:...9 What you can expect from your co-supervisor: If difficulties concerning supervision arise Completion...11 PhD training...11 Presentations...11 Research Ethics...11 Obligation to notify What is Personal Data? Progression report Delay or disruption in PhD studies Studying abroad Publications Final phase Basis for award of degree Recognition of completed training Submission of dissertation for assessment Appointment of assessment committee The work of the assessment committee The recommendation of the assessment committee Printing and publication of the dissertation Trial lecture and disputation (public defense of dissertation) The report of the assessment committee, award of degree, transcript and diploma Reworking and resubmission Complaints regarding refusal of application for assessment, rejected dissertation, trial lecture or defense

3 1 Introduction The PhD Handbook is produced by the four faculties in cooperation with the research administration at University of Nordland (UiN). The Handbook is designed to make information about doctoral degrees easily available for prospective and current candidates, supervisors and others involved in doctoral research programmes at UiN. Primary academic and administrative responsibility for doctoral degrees at UiN lies with the relevant faculty and each faculty provides a PhD coordinator. The research administration has responsibility for some shared administrative tasks and other tasks related to higher degree research. The Handbook covers the most important parts of each phase of PhD study, from commencement to submission. Necessary forms, guidelines and relevant contact details are available on the UiN website. The regulations for the degree of philosophiae doctor at University of Nordland, declared and entered into force on the 20th of June 2012, form the starting point for the Handbook. All activities related to doctoral degrees at UiN are subject to these regulations. Each faculty also has supplementary rules and regulations. Study arrangements for PhD candidates are administrated by the faculties and are subject to the following regulatory documents: 1. Regulations for the degree of philosophiae doctor at University of Nordland 2. Faculty rules and regulations 3. Agreement on admission to the PhD programme at University of Nordland 4. The PhD Handbook for University of Nordland 5. Study plans and course outlines The relationship between a PhD candidate and UiN may be both academic and professional, or the candidate may have an external employer. The professional relationship between PhD candidates who are employed as doctoral researchers by UiN and the university is governed by the following documents: 1. Employment contract (arbeidsavtale) 2. Regulations governing terms of employment for postdoctoral researchers, doctoral researchers, research assistants, special candidates and combined positions for candidates in dual competency programmes (Forskrift om ansettelsesvilkår som postdoktor, stipendiat, vitenskapelig assistent, spesialistkandidat og kombinert stilling for kandidat i dobbelkompetanseutdanning) 3. University of Nordland s employee handbook (Universitetet i Nordlands Medarbeiderhåndbok) PHD PROGRAMMES AT UIN: PhD in aquatic bioscience at the Faculty of Biosciences and Aquaculture PhD in business at Bodø Graduate School of Business PhD in sociology at the Faculty of Social Sciences PhD in studies of professional practice at the Faculty of Professional Studies 3

4 PROGRAMME CONTENT: 1. Dissertation based on independent research 2. Relevant courses and training in accordance with faculty regulations 3. Participation in national and international research communities 4. Dissemination of scientific work 5. Final assessment with trial lecture and disputation. 4

5 2 Start-up phase FINANCING Applicants will need to source comprehensive financing for their doctoral studies prior to applying for admission to a PhD programme. Comprehensive financing means that financing must be sufficient to cover the entire period of study and research. Possible financing models include scholarship funds, research grants, or other external financing. Admission cannot be granted without proof of comprehensive financing. More about scholarship funds: Doctoral researchers are employed and paid to participate in a doctoral programme. When scholarship funds are announced, it is usually a prerequisite for employment that the applicant also applied for admission to a specific doctoral degree programme. The employer may also require the doctoral candidate to undertake certain other tasks from time to time. The employment of doctoral researchers is carried out in accordance with the University s guidelines for employment of academic and research staff. The project description may be included as a part of the grounds for employment. Other financing: Applicants who are not employed as doctoral researchers by the University may also apply for admission to doctoral programmes. In this case, the conditions for financing may be met, for example, through external employment, where the doctoral research work forms an integral part of the employee s/candidate s responsibilities. Other alternatives include, for example, funding from the Norwegian Research Council, which can be used to contract the candidate out from their normal place of work. This is also a possibility for international candidates with financing from their home country. APPLICATION PROCESS Applicants should use the University s application form. Applicants are also required to submit a project description in accordance with University and faculty guidelines. Applicants must complete all the points in the application form. Applicants should attach their project description (see below), diplomas and academic transcripts, which form the foundation of the application, as well as documentation of financing. The University s rules for PhD programmes provide specific details on the required attachments. The individual PhD programmes may specify additional requirements in relation to education and/or professional experience. Applications and attachments should be sent to the relevant faculty, where they are processed by the faculty s research committee, doctoral committee or equivalent, with a final determination by the Dean of that faculty. REQUIREMENT FOR PROJECT DESCRIPTION Project descriptions should, in accordance with the Regulations for the degree of philosophiae doctor at University of Nordland, address: Presentation of the project from a scientific perspective. Plan for project progression, including a plan for training. 5

6 Documentation of special requirements for professional/academic resources and/or materials. Plans for residencies/attendance at other institutions, if relevant. Plans for scientific dissemination. Details of possible restrictions on the use of intellectual property in order to protect the rights of others. If relevant: Documentation of financing for scholarships awarded by external employers or international institutions and a contract between the relevant partner and UiN concerning a PhD partially or wholly financing by industry. Each faculty has their own requirements for project descriptions, detailed in the supplementary regulations. During the application process, the faculty may require the applicant to revise their project description to ensure that the project is suited to the PhD programme, that the scope of the project is realistic in relation to the given timeline, and that the project satisfies the scientific requirements for doctoral research. Project descriptions for candidates employed by UiN should be approved within three months of the date of employment. The evaluation of project descriptions for candidates employed by UiN also forms part of the hiring process. In the case of candidates not employed by UiN, a faculty can provide conditional admission whereby the project description must be approved within three months of the admission date. DECISION ON ADMISSION The decision on admission is based upon a comprehensive assessment of the application. Where admission is granted, the decision should include details of the primary supervisor for the doctoral project as well as the agreement s duration. The agreement duration is usually equivalent to the period for which financing has been documented. PHD AGREEMENT When admission is granted, it is the responsibility of the faculty to prepare and enter into a PhD agreement with the candidate. The PhD agreement is comprised of three parts containing agreements between the different partners. Part A covers general information and governs the relationship between the candidate and the faculty with respect to completion of the doctoral research project. Part A is signed by the candidate and the Dean of the relevant faculty. Part B outlines an agreement on academic supervision for the research work and is signed by the supervisor, the candidate and the Dean of the relevant faculty. If the candidate has several supervisors separate agreements should be established with each of the supervisors individually. Part C of the agreement is established when an external third party has a cooperative role in the completion of the PhD work. This part governs, among other things, the candidate s salary, maintenance and running costs, infrastructure and other conditions such as patents. Part C is signed by the candidate, a representative of the external party and the Dean of the relevant faculty. The PhD agreement can be extended during the agreement period if conditions allow for this. Extensions are regulated, including by the university rules and regulations. If the project under- 6

7 goes significant change during the agreement period, the University may require a new agreement to be established. Breach of the agreement is grounds for annulment. This means that a candidate can lose the right to study in the PhD programme. More information about loss of the right to study can be found in Regulations for the degree of philosophiae doctor at University of Nordland 5.5. TIPS AND ADVICE FOR GETTING STARTED Develop a well thought out project description early on. The project description is the corner stone of your PhD work and forms the starting point for the research process. How familiar you are with the relevant literature is decisive in formulating a comprehensive project description. It is also important that the candidate and supervisor develop a good working relationship from the very beginning. Your supervisor should also help you with your project description. Start writing but maintain an awareness of which process you are involved in: the research process or the presentation process? Writing that forms a part of the research process may not ever appear in the end product, but it will help you develop a good foundation for writing during the presentation process. Creating personal milestones or goals can help you get started in the writing process. Remember that PhD training provides a supporting function during your PhD work. It is a good idea to get involved in training early on. Moreover, PhD courses and training provide an important forum for dialogue and contact with other PhD candidates and research staff. Dialogue with colleagues constitutes an important formative element in scientific research. 7

8 3 Supervision and scientific affiliation Work on the doctoral thesis is carried out under individual supervision. The relevant faculty and supervisor/s ensure that the PhD candidate is active in the scientific community. YOUR RIGHTS AND RESPONSIBILITIES AS A PHD CANDIDATE: 1. Timely completion of research of a high standard. 2. Participation in PhD activities held by the University and faculty as well as participation in courses and training as agreed with your main supervisor. 3. Agreement on adherence to a schedule for regular contact with your main supervisor, usually once a month, and for submission of written work. Regular contact may be achieved via s, meeting or telephone contact. It is not a requirement that candidates produce written material for every supervisory meeting. 4. Submission of written work within agreed timelines and which allows time for comments and discussion. 5. Presentation of your work and findings at seminars and conferences when recommended by your main supervisor. 6. Adherence to ethical standards for research in your field. Remember your reporting duties to NSD, REC or Animal Research Authority (forsøksdyrutvalget). 7. Annual submission of a progress report on higher degree research to the relevant faculty. The report should be submitted within the timelines provided by the relevant faculty. 8. Documentation of all working hours which form the compulsory 25% for PhD candidates with 4 year doctoral scholarships at UiN. 9. Documentation of courses, seminars and activities completed as a part of your PhD training. 10. Keeping your main supervisor informed of any circumstances which can impact supervision of the PhD work. All possible issues, including those of a social or medical nature, may be discussed with the main supervisor, faculty Dean or with the administrative coordinator. 11. Access to confidential discussion and advice from the faculty Dean, programme coordinator or administrative coordinator if you wish to change supervisors. 12. Opportunity to consult a co-supervisor when the main supervisor recommends it. 13. Keeping external parties (for those who have external financing or other support) informed of any circumstances that may impact collaboration or progression. 14. Adherence to procedures associated with study leave or termination of higher degree research. You must also notify the administrative coordinator if you take sick leave or have other valid grounds for leave. 15. Access to discuss circumstances concerning expenses related to and financing of your research project with your main supervisor at UiN or, if relevant, with representatives from the institution that has financial responsibility for your position. 8

9 SUPERVISION Candidates are allocated a supervisory team comprised of a main supervisor and co-supervisor/s. The supervisors collective research qualifications should cover the relevant research area so that the group, as a whole, delivers the necessary expertise to supervise the project. WHAT YOU CAN EXPECT FROM YOUR MAIN SUPERVISOR: 1. Active participation in development of your research project and in selection of relevant courses for PhD training. 2. Advice and supervision of a high academic and professional standard relating to your research project, assessment of the research questions and relevant methods, as well as feedback on written submissions throughout the writing process (outlines, content, style, documentation etc.). 3. That he/she contributes to ensuring that the thesis will be completed within the 3 year timeline (4 years in the case of 25% PhD working commitment) for higher degree research. 4. That he/she provides constructive criticism and feedback on drafts in a timely fashion. Such follow-ups should occur at least 3 times a semester. 5. Help to find relevant literature and sources (library, archive etc.). 6. That he/she introduces you to the faculty, other PhD candidates and other employees, and encourages you to participate in activities and seminars relevant for higher degree researchers in your field. The main supervisor should also involve you in the relevant scientific community, nationally and internationally, from an early stage in your research so that you are able to plan a residency abroad. 7. That he/she ensures that you know who the administrative coordinator and the programme coordinator are. The administrative coordinator or PhD coordinator can orientate you on the faculty s facilities and procedures. If you have issues relating to your PhD work, including difficulties arising between you and your supervisor, you can raise these with the administrative or programme coordinator. 8. That he/she, at the beginning of the PhD project and in collaboration with the programme coordinator, makes decisions about the necessity for division of Intellectual Property Rights (IPR) and, in the case that division is necessary, ensures that an IPR agreement is in place at the beginning of the project. 9. That he/she contributes to ensuring the completion of a risk assessment of any laboratory work and/or field work in accordance with UiN s HMS handbook. 10. That he/she contributes to ensuring that the research project is approved in accordance with relevant regulations for research ethics, and provides advice about ethics in relation to the research work. The main supervisor should also ensure that you are aware that maintaining a high standard of academic integrity is your responsibility. 11. That he/she contributes to ensuring that you store research data in an organized and responsible fashion so that it is accessible and comprehensible for those who have a right to inspection, such as an assessment committee. 12. That he/she discusses with you any occurrence of what appears to academic dishonesty or plagiarism, and reports instances of suspected academic dishonesty or plagiarism to the faculty. 13. That he/she organizes and participates in the compulsory activities, which form a part of the PhD agreement, such as a progression assessment and a progression seminar. 9

10 14. That he/she submits an annual standard report to the faculty about your progression in relation to the deadlines provided by the faculty. 15. In cases where he/she is absent for more that 4 weeks, that, in collaboration with co-supervisor/s and the faculty, he/she produces a satisfactory programme for supervision. The main supervisor should keep the candidate informed about circumstances which could have a significant impact on supervision of the PhD work. 16. That he/she encourages you to document progression in your work from time to time, to participate in conferences, meetings and workshops, as well as investigate relevant sources and advice both at the institution and externally. 17. If you are employed in a doctoral research position at UiN with an obligation to work, your supervisor should ensure that the obligatory work does not exceed 25% of the total workload. WHAT YOU CAN EXPECT FROM YOUR CO-SUPERVISOR: 1. Participation in the planning of your research project and in the PhD training, which is necessary for admission and registration as a PhD candidate. 2. Supervision of your research project. 3. That he/she is updated about the progression of your work. Co-supervisors should be present at meetings for the supervisory team and/or have regular consultations with the main supervisor via , telephone etc. 4. That he/she provides advice, which is appropriate in relation to the research questions and methods, and that he/she provides feedback on your written work as it develops. In this way the co-supervisor contributes to the completion of the thesis within the 3 year timeframe for researcher education. 5. That he/she enhances the supervision of your work by providing additional assessment or expertise in a specialist area, where the main supervisor believes this to be beneficial. 6. That he/she contributes to continuity in supervision if the main supervisor is absent. 7. That he/she has the opportunity to participate in your progress assessment. IF DIFFICULTIES CONCERNING SUPERVISION ARISE PhD candidates and supervisors can, if required, discuss challenges or difficulties concerning supervision with the PhD programme coordinator at their faculty. Changes of supervisor are decided upon by the Dean of the faculty or their elected authority. 10

11 4 Completion PHD TRAINING The normal timeframe for completion of PhD studies is three years of full time study, including a training element equal to a minimum of 30 credit points. Refer to additional guidelines provided by your faculty. As a PhD candidate you are expected to undertake courses at a doctoral level at the University of Nordland or at another institution in Norway or abroad. You will need to make a plan for training at commencement. Consultation with your main supervisor and administrative contact person is recommended if you wish to participate in courses that are not in the original training plan. PhD candidates will receive information from their faculty regarding guidelines for choice of courses for training. All faculties require training in scientific theories and methods. Other courses will be chosen in consultation with the main supervisor. Candidates can access updated information about available courses on their faculty website. The Faculty for Professional Studies and the Faculty for Biosciences and Aquaculture require that external courses be preapproved in the Research Committee/Doctoral Programme Committee. Training must be completed and approved before the dissertation can be submitted to the assessment committee. PRESENTATIONS In the course of their studies, PhD candidates are expected to give various presentations. The number of presentations and the form they take vary according to faculty. They may include presentations given internally at UiN or at other institutions, lectures, presentation of papers at conferences, seminars and other similar venues. RESEARCH ETHICS UiN s researchers are individually responsible for ensuring that their research is conducted with a high degree of integrity and according to recognized scientific and ethical principles. These must also form the basis for collaboration with external partners. PhD candidates are expected to familiarize themselves with the ethical aspects of the researcher s role and research work including integrity, objectivity and independence. Good referencing practice and adherence to guidelines for co-authorship are also integral aspects. It is imperative that PhD candidates are familiar with academic referencing practice. References in the text or footnotes should leave no doubt as to which literature or sources have been used. Candidates should employ a standard referencing style that is accepted in their field. Candidates writing an article-based dissertation will need to adhere to the format and guidelines provided by the relevant journals. All research conducted at University of Nordland is subject to international and national research ethics guidelines as well as legislation relating to the relevant research area. More information about good research practice and ethical guidelines for specific fields, in relation to specific research subjects and in general is available via the National Committee for Research Ethics in Norway, 11

12 OBLIGATION TO NOTIFY Norwegian Social Science Data Services (NSD) Research projects that employ personal data entail, according to the Personal Data Act, an obligation to notify. NSD is UiN s data protection officer for research. All projects that employ personal data must be registered and approved by NSD prior to commencement. Projects that are covered by the Act on Medical and Health Research must be registered with the Regional Committee for Medical and Health Research Ethics (REC). Researchers and students must register their research or quality assurance projects in cases where such projects engage an obligation to notify according to the Personal Data Act: WHAT IS PERSONAL DATA? Personal data is information and assessments that can be traced to individuals: Directly, through data that contains names, personal identity numbers or other individual identifiers. Indirectly, via a combination of background information. Via reference numbers in the data, which refer to a separate list of names (key). Will the data contain sensitive personal data? This can include information about ethnic background, political, philosophical or religious beliefs or associations, information about police investigations or criminal record, health, sexuality or trade union membership? If so, the project will entail an obligation to notify, even if data is not registered electronically. Audio, video, images: Will the researcher process/save sound files, film or image files on a computer in a situation where the information is directly or indirectly identifiable with individuals? If so, the project will entail an obligation to notify. Internet surveys: Will data collected in internet surveys include or be connected to IP addresses and/or addresses and/or be directly or indirectly identifiable with individuals? If so, the project will entail an obligation to notify. NB: An obligation to notify is present even if the student or researcher is not granted personal access to IP or addresses, as is often the case when using data processers. An obligation to notify is not present in cases where the researcher registers exclusively anonymous information. Anonymous data is comprised of information in which it is not possible to identify individuals, either directly or indirectly or via a key. If your project entails an obligation to notify, you will need to send a notification form at least 30 days prior to commencement of data collection. For more information and to download a notification form: en/notification_duty/meldeskjema?eng REGIONAL COMMITTEE FOR MEDICAL AND HEALTH RESEARCH ETHICS (REC). REC must pre-approve projects subject to the Act on Medical and Health Research: Research projects in the field of health and medicine General research biobanks Exemption from duty of confidentiality in other research Read more: 12

13 ANIMAL RESEARCH AUTHORITY (FDU) The Animal Research Authority is a public administrative body. The authority ensures that necessary use of research animals shows regard for animal welfare. The authority makes decisions in certain cases of principle, provides advice, conducts inspections and has the authority to approve animal research departments and projects. PROGRESSION REPORT PhD candidates and their supervisors are required to submit an annual report to the Research Committee or Doctoral Programme Committee regarding the progress of the PhD project. The report should refer to the plan for doctoral education and provide information about any deviation from the plan and any factors that affect academic progress. DELAY OR DISRUPTION IN PHD STUDIES Sick leave and applications for other types of leave must be submitted to the employer (UiN or external). Extensions of study time and financing can be granted in cases where candidates present a medical certificate as grounds for sick leave. It is important that the employer and the PhD coordinator are informed about extended disruptions to the PhD studies. If a candidate receives external financing, they will need to investigate their rights and responsibilities in relation to extension of financing. PhD candidates who wish to discontinue their studies can read more about this process in the Regulations for the degree of philosophiae doctor at University of Nordland 5.5. Involuntary termination may occur in certain cases. STUDYING ABROAD PhD candidates can choose to spend periods of study in foreign educational and research institutions. The host institution is chosen in consultation with the supervisors. Preferably, residencies take place at recognized institutions with which the candidate, supervisors and scientific community at UiN have an established collaboration. A residency abroad can inspire and provide new impulses. Such study stays can also be useful for networking. There are many pathways for financing of study stays abroad. Some of the most common include funding through the Norwegian Research Council, funding from research projects, or funding from an employer. It is also possible to apply to the central Research Committee at UiN for Research and Development funds for PhD candidates. The application deadlines are the 1st of October and 1st of March each year. 13

14 PUBLICATIONS A PhD dissertation may be comprised of a thesis/monograph or be article-based. The PhD candidate and their supervisors share responsibility for familiarizing the candidate with relevant research ethics and guidelines, and particularly with good reference practice and the rules for co-authorship. See, for example: In cases where a dissertation is produced jointly by several authors, the Vancouver rules for co-authorship apply. As a rule of thumb, the candidate should credit only University of Nordland except where other institutions fill the principles for attribution. Refer also to for internationally recognized principles on research ethics in academic publishing. These are produced for medical publications but are transferable to other fields. TIPS AND ADVICE FOR COMPLETION Complete the PhD training in the first half of your PhD studies. Use the compulsory internal PhD seminars actively to seek advice and inspiration from colleagues. Create discussion groups, physical or virtual. 14

15 5 Final phase BASIS FOR AWARD OF DEGREE The grounds for the award of a PhD degree are presented in the study plan for the relevant PhD programme. These are usually comprised of PhD training and successful completion of a dissertation. The scope of the training varies from programme to programme. There may also be additional requirements such as progression and final seminars, which must be completed successfully. RECOGNITION OF COMPLETED TRAINING The training, as it is defined in the relevant PhD programme, must be recognized and approved prior to an application for assessment of the dissertation is submitted. The Dean of the relevant faculty has the authority to recognize and approve PhD training. SUBMISSION OF DISSERTATION FOR ASSESSMENT Candidates apply to their faculty for assessment of their dissertation. Confirmation of recognition of PhD training should be submitted together with the application and the dissertation. The application may entail the following attachments: Statement that the doctoral work has not been submitted for assessment to any other institution (this can form a part of the text in the application letter). Authorization from the Research Ethics Committee or other authority, or from other actors, where the project is dependent upon such authorization. In cases where the dissertation is article-based and involves co-authors, confirmation from the main supervisor or co-authors regarding the candidate s contributions to the whole. The candidate must submit the dissertation to the Printers themselves using the template provided. The dissertation is first printed in A4 format. The faculty is responsible for the costs of printing the number of copies required to complete the assessment. The faculty can, on independent grounds, refuse an application for assessment if there is reason to believe that the dissertation does not meet a sufficient scientific standard and will be rejected by the committee. Work submitted to the committee cannot be withdrawn until a decision is made regarding its defensibility. The time between submission of an application for assessment until defense of the thesis should not exceed five months. APPOINTMENT OF ASSESSMENT COMMITTEE The Dean is responsible for appointment of an assessment committee in consultation with the Doctoral Programme Committee, Research Committee or PhD programme coordinator in accordance with the regulations for the relevant faculty. The must be at least three members in the committee, although the requirements for composition can vary between faculties. An assessment committee is usually assembled so that: 15

16 Both genders are represented There is at least one external member (without ties to UiN) There is at least one member who does not hold a principle position at Norwegian institutions All members have a doctoral qualification or equivalent expertise The greater part of the committee is external. The members must be competent according to the Public Administration Act. Candidates may submit written remarks regarding the appointment, including objections relating to competency, within one week of the appointment. The leader of the assessment committee should: Ensure that deadlines are upheld. Ensure contact with external members is established promptly and inform the external members of their responsibilities, including those relating to supervision of Norwegian doctoral studies. Coordinate the work of the assessment committee in producing a recommendation about the defensibility of the dissertation, Forward the title/theme of the trial lecture to the PhD coordinator where the dissertation is found to be defensible, at least 11 working days prior to said lecture. THE WORK OF THE ASSESSMENT COMMITTEE The assessment committee is given a deadline for completion of an evaluation and recommendation. The deadline is normally two to three months. The dissertation is evaluated in the form in which it was submitted. However, the committee can request access to the candidate s primary data and research as well as supplementary or explanatory information. THE RECOMMENDATION OF THE ASSESSMENT COMMITTEE The committee leader coordinates the work of preparing a recommendation, which assesses to what extent the dissertation can be defended in a public disputation. The recommendation and any dissenting views must be substantiated. The candidate has ten days in which to submit written remarks on the recommendation. If the committee finds that the dissertation is not able to be defended in a public disputation, they can recommend that it either be reworked according to certain rules and timeframes or that the submission be rejected. Refer to Reworking and resubmission below. The recommendation is exempted from public disclosure until a successful, recognized disputation. After this, the recommendation becomes publically available. Recommendations concerning rejected dissertations are not made public. PRINTING AND PUBLICATION OF THE DISSERTATION Once the dissertation is recommended for public disputation, it will be allocated an ISBN number and a serial number. The dissertation is printed in the standard UiN format for PhD theses. Printing 16

17 of the necessary number of copies for completion of the disputation is financed by the faculty. It is not possible to make changes to the dissertation after it has been assessed. However, errors that are formal in nature (such as copy errors), and which do not affect the scientific content, can be corrected upon application to the faculty. These corrections must be included as errata (an overview over page numbers and corrections) in an insert in the dissertation. A summary of the dissertation in English or Norwegian is to be printed on the back side of the printed version. There is space for approximately 300 words. The summary, written in both Norwegian and English, should be sent to the administrative coordinator upon recommendation of the dissertation for disputation. The summary is used in press releases The University is obligated to deliver a copy of the dissertation to the National Library and the University Library in Nordland. In addition, UiN encourages candidates to make their theses available online in full text format via UiN s institutional archive, BLIX. Contact the Library for more information. Dissertations must be made publically available at least two weeks prior to disputation. To be publically available the dissertation must be open for inspection. It does not need to be available for distribution at this point. It is not possible to restrict publication of the dissertation unless there is an existing agreement between partners relating to deferment of disclosure. Deferments may exist where the institution or external partners, who have wholly or partially financed the PhD work, require an opportunity to consider patents or the like. TRIAL LECTURE AND DISPUTATION (PUBLIC DEFENSE OF DISSERTATION) Trial lectures and disputations at UiN usually occur on the same day and both are public. The disputation, with trial lecture, is led by the Dean or acting Dean. The assessment committee responsible for the original evaluation and recommendation is also responsible for evaluation of the final disputation. The assessment committee provides the theme for the trial lecture. The title or theme of the lecture should be delivered to the candidate ten working days prior to the date for the lecture. The candidate has 45 minutes at their disposal. The trial lecture must be approved before defense of the dissertation can begin. There is, therefore, often an extended break between the two. The defense is a formal academic discussion about the dissertation. The candidate begins with a presentation of the dissertation. The presentation will usually last approximately 30 minutes. Subsequently, the opponents begin their discussion of the dissertation with the candidate. The opponents carry equal weight in the discussion and will have agreed upon allocation of roles prior to the disputation. Copies of the dissertation must be available for the public present in the auditorium during the disputation. The public should be able to follow references to the dissertation during the discussion and, if desired, present questions or opposition ex auditorio to the candidate. THE REPORT OF THE ASSESSMENT COMMITTEE, AWARD OF DEGREE, TRANSCRIPT AND DIPLOMA After completion of the disputation, the assessment committee delivers their report to the candidate and the faculty. A decision of the Dean is then, in accordance with a report on approved trial lecture and successful defense, delivered to the University Board. A doctoral degree is awarded on the following grounds: A recognized and approved doctoral dissertation and a satisfactory defense. 17

18 Recognized and approved PhD training or other approved academic training or qualification. An approved trial lecture on a theme determined by the assessment committee. The degree of philosophiae doctor is formally conferred upon the candidate by the University Board, on the basis of the report of the assessment committee. The diploma is presented in person to the successful candidate in a formal ceremony during the Academic Celebration at UiN, held annually each autumn. The doctoral diploma is issued by the institution and includes the title of the dissertation. Information about the academic training programme is included as an appendix (Diploma Supplement). REWORKING AND RESUBMISSION The assessment committee may, on the basis of the submitted dissertation and any additional information, advise the faculty to allow lesser reworking of the dissertation prior to provision of a final recommendation. The committee must provide a concrete, written overview of aspects requiring revision. The normal timeframe for approved reworking is not longer than three months. The assessment committee is given a new deadline for submission of a new evaluation and recommendation after the revised dissertation is submitted. A dissertation that requires greater reworking, and which is not able to be recommended by the committee, cannot be re-assessed before six months has elapsed following the first evaluation. Re-assessment can happen only once. When submitting a revised dissertation, the candidate must inform the committee that this is an instance of resubmission. A need for comprehensive changes in relevant theory, hypotheses, material or methods represents grounds for rejection of the dissertation by the committee. COMPLAINTS REGARDING REFUSAL OF APPLICATION FOR ASSESSMENT, REJECTED DISSERTATION, TRIAL LECTURE OR DEFENSE Refusal of applications for assessment and decisions regarding rejected dissertations, trial lectures and defenses may be appealed in accordance with the rules provided in the Public Administration Act. 18

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