Regulations governing the degree of Philosophiae Doctor (PhD) at Hedmark University College Approved by the University College Board on 16 December 2009 pursuant to Section 3-3 of the Norwegian Act relating to universities and university colleges. Amended by the authority of the Rector on 1 December 2010 and 14 March 2011. 1 Applicability of these regulations These regulations apply to the doctoral programme culminating in the degree of Philosophiae Doctor (PhD). They address admission to, participation in and completion of the PhD degree at Hedmark University College in the programmes for which the university college has the right to confer the doctoral degree. 2 Objectives and responsibility 2.1 Objectives of the PhD programme The PhD programme qualifies candidates to conduct research at a high academic level and for other types of work in society for which a high degree of scientific expertise is required. 2.2 Responsibility for the PhD programme The University College Board has the overall responsibility for the PhD programme. This responsibility is executed on behalf of the Board by a central PhD committee comprised of the Rector or the Rector s representative, the deans of the departments with accredited PhD programmes and a representative for the doctoral candidates. The Rector or the Rector s representative serves as chair of the committee. The Director of Studies and Research serves as the committee s secretary. Each of the PhD programmes has its own programme board which is headed by the programme s PhD chair. The other members include the dean of the department concerned, two representatives from the PhD programme s core scientific circle and a representative for the doctoral candidates. The department s adviser on research administration serves as the secretary. 3 Contents of the PhD programme The PhD programme consists primarily of research activity conducted under supervision. The programme entails: - completion of an independent piece of research in active collaboration with the academic supervisor(s) and other researchers; - an approved instruction component; - participation in active research communities, both national and international; - research dissemination activity that is closely linked to the thesis in progress.
4 Admission 4.1 Admission requirements In order to be admitted to a PhD programme, the applicant must normally have completed a five-year master s programme or the equivalent which the institution has approved as a sufficient basis for admission to the PhD programme in question. Applicants must have a strong academic background. Applicants with educational qualifications from a Norwegian institution must normally have a weighted average mark from their master s programme of B or higher. In the case of applicants whose education has been approved in whole or part using pass/fail marks, the applicants will be admitted on the basis of an individual assessment. Applicants with a master s degree (subject at second-degree level) in an academic field other than the one approved as the basis for admission to the PhD programme, or with weaker marks, may be granted admission on the basis of a special assessment. These applicants must document that it is highly probable they will be able to complete a PhD programme. If necessary, they may also be required to complete prerequisite courses and/or additional courses within a specific timeframe. These are not included as part of the formal requirements for the PhD degree. 4.2 Application for admission The application for admission to a PhD programme must include: - a description of the research project (project description); - a plan for completion of the educational programme; - a funding plan; - an explanation of the required infrastructure; - an explanation of the need for academic supervision and the name(s) of the proposed supervisor(s); - any plans for stays at other research institutions or organisations, including those outside of Norway; - a plan for the publication/dissemination of the research results; - documentation of the educational qualifications on which admission is to be based; - information concerning any restrictions on intellectual property rights established to protect the rights of other parties. The detailed plan for completion of the thesis and the project proposal is to be prepared in collaboration with the principal academic supervisor. The proposal must give an account of the area of research, the research question, and the selection of relevant theory and methodology. 4.3 Decisions concerning admission Decisions concerning admission are based on an overall assessment of the applicant s suitability for the programme and the plan for completion of the PhD programme, including the project description and funding plan. The university college may stipulate criteria for ranking qualified applicants when the number of applicants exceeds the admission capacity of the institution. 1
Admission to the PhD programme may be made contingent on funding, institutional admission capacity, preparation of an individual plan for the instruction component, completion of additional educational programmes or courses, and agreements concerning rights to intellectual property. The following must be included in the official notification of admission to the programme: the name of the academic supervisor(s), delegation of responsibility for any other specific needs stipulated in the application, and the specific start date and duration of the programme s contract period. Any extension of the contract period must be related to the rights of employees pursuant to Norwegian law or be the subject of a separate agreement. Admission may be denied if: - the rights to intellectual property prevent the publication of results and a public defence of the thesis; - the agreements on intellectual property rights entered into are so unreasonable that the institution should not participate in the project. 4.4 Admission procedures Applications for admission are to be submitted to the university college, which will take decisions regarding admission, approve the applicant s study plan and appoint the supervisor(s) in accordance with the supplementary regulations for the PhD programme concerned. The decision to grant admission is taken by the programme board for the individual PhD programme. In the event that the number of applicants exceeds the admission capacity of the institution, priority will be given to applicants that have received a research fellowship at Hedmark University College. 5 The PhD contract Admission to the programme is formalised in a written contract for the PhD programme. The parties to this contract are the doctoral candidate, the academic supervisor(s) and the programme board represented by the PhD chair. In the event that a candidate has his/her place of work at an institution other than the admitting institution, a separate contract must be drawn up to cover working terms and conditions, including the amount of work time to be allocated to the thesis, general operating costs, and the need for equipment. The contract must guarantee that the candidate participates actively in a research community on a regular basis and must facilitate the candidate s completion of the programme within the stipulated period. 6 The PhD programme 6.1 Stipulated time frame The PhD programme must be designed so that candidates are able to complete their studies within the stipulated time frame of three years of full-time study. Doctoral candidates who have been appointed to a research fellowship position for a four-year period with work duties comprising 25 percent of the position may complete the PhD programme within four years. The contract period may be extended if a doctoral candidate is granted leave from the programme on the basis of his/her legal rights as an employee or if the candidate assumes duties at Hedmark University College in addition to the researcher training. These duties must be clarified between the candidate, supervisor and PhD chair for the relevant department and approved by the dean in 2
accordance with the regulations for appointment to research fellowship positions. The PhD programme must be completed (date of public defence) no later than eight years following admission. Any leaves of absence are not counted as part of this period. It is the responsibility of the programme board to determine whether a candidate has exceeded the maximum time allowed to complete the PhD programme and whether the studies must be discontinued. Such a decision may be appealed pursuant to Section 28 and following of the Norwegian Public Administration Act. 6.2 Instruction component The instruction component of the PhD programme is to provide the candidate with the academic and methodological training needed to carry out the doctoral thesis as well as greater insight into the subject area. It also provides training in dissemination activities vis-à-vis colleagues, students and the general public. The PhD committee and the department concerned must ensure that all doctoral candidates receive instruction at a high academic level. In subjects where there is no course instruction, candidates may submit individual reading lists for approval as part of the instruction component. For subjects in which there is no suitable course instruction, candidates may submit individual reading lists for approval as part of the instruction component. The instruction component is to comprise courses totalling 30 credits, including a course(s) in the philosophy of science and ethics. The instruction component must be completed and approved prior to submission of the thesis. Applications to amend previously approved plans for the instruction component must be prepared in collaboration with the principal academic supervisor and be approved by the programme board. The programme board may grant exemption from part of the instruction component in the event that the candidate has completed equivalent instruction at another institution that provides accredited doctoral instruction. 6.3 Research stays abroad The programme must facilitate the doctoral candidate s participation in a research stay of at least three months during the fellowship period at a recognized educational or research institution abroad where it is possible for the candidate to work on research questions related to the thesis. The candidate is responsible for applying for funding for a research stay. If it is not possible or desirable to carry out an extended research stay abroad, the candidate must be ensured access to relevant international networks and research communities in another way. 7 Affiliation with a research community The principal academic supervisor, in cooperation with the institution, is responsible for facilitating the doctoral candidate s regular participation in an active research community involving senior researchers and other doctoral candidates. For doctoral candidates affiliated with other institutions, an agreement is to be entered into between the degree-conferring institution and the partner institution that regulates the working conditions, including the candidate s participation in an active research community. 3
8 Doctoral thesis 8.1 Thesis requirements The thesis is to be an independent piece of academic research which meets international standards in the discipline within which it is written. The thesis must contribute to the development of new knowledge and achieve a level meriting publication in the literature in the field. Research carried out in collaboration with others may be approved as part of a doctoral thesis to the extent that the doctoral candidate s individual input can be identified and documented and that the content of the individual works forms a whole. In addition to the individual works, the thesis must include a summary explaining the basis, methodological approach and unifying aspects of the thesis. 8.2 Work that may not be submitted A research paper that has been approved in connection with a previous examination may not be submitted for evaluation as part of a doctoral thesis unless it is included as a minor part of a thesis consisting of several related works. 8. 3 Resubmission A doctoral thesis which has been rejected at the university college may be resubmitted in revised form no sooner than six months after the initial rejection. A thesis may only be resubmitted for a new evaluation once. 8.4 Public right of access The thesis must be made accessible to the public two weeks prior to the public defence at the latest. There must be no restrictions on the public accessibility and publication of a doctoral thesis, unless a prior agreement has been reached to postpone the date on which the thesis will be made publicly accessible or will be published. Publication may be postponed when the doctoral work is partially or wholly funded by an external party so that the external party may determine its interest in possible patents or commercialisation of research results. An external party may not require that all or part of a doctoral thesis be withheld from publication or in any way hinder its being made publicly accessible. 8.5 Right to use the research results The candidate s right to use his/her own research results, the utilization of patentable inventions, copyrights, etc. are regulated by the university college s general regulations for this area and the provisions of the Norwegian Act relating to the right to employees inventions. Those parts of the doctoral thesis to which the candidate holds the sole copyright, and any other academic-related material resulting from the candidate s work on the thesis and to which the candidate holds the sole copyright, may be reproduced by the university college for use, free of charge, in its teaching and research activities. In the event of such use, the candidate s name will be disclosed in accordance with legal requirements and accepted practice. 4
9 Academic supervision The activities related to a doctoral thesis must be carried out under the individual supervision of an academic supervisor. The doctoral candidate must have regular contact with his/her supervisor(s) and participate in an active research community. At least one of the supervisors must be employed at the Hedmark University College. The supervisor is required to have a doctoral degree or its equivalent. If a doctoral candidate has more than one supervisor, one of the supervisors will be appointed principal supervisor. The principal supervisor is primarily responsible for the academic supervision of the candidate. The principal supervisor will normally be employed at the institution. Both the doctoral candidate and supervisor must submit the required reports and documents in accordance with the regulations set forth by the university college. 10 Quality assurance and reporting Every six months the doctoral candidate and primary supervisor must submit a report to the programme board on the progress of the individual training plan, any changes made to it and measures that need to be taken. Both the doctoral candidate and supervisor must submit separate reports, but dual reporting should be avoided. 11 Termination prior to the stipulated completion date 11.1 Voluntary termination The doctoral candidate and the university college may agree to terminate a candidate s participation in a PhD programme prior to the stipulated completion date. In the event of voluntary termination, all questions regarding the employment relationship, funding, rights to the use of research results, etc. must be settled in a termination agreement. If voluntary termination is due to a doctoral candidate s desire to change projects or transfer to a different PhD programme, the candidate is required to reapply for admission to the programme on the basis of the new project. 11.2 Non-voluntary termination Following a recommendation from the programme board, the central PhD committee may decide that a candidate s enrolment in a PhD programme is to be terminated prior to the stipulated completion date. Such non-voluntary termination may result if one or more of the following apply: - repeated and grave violations of the candidate s obligation to provide information, meet commitments, and report on the progress of the project; - major delays in the progress of the research project that are of such a nature as to raise doubts about the candidate s ability to finish in the stipulated time period. Such delays are considered grounds for non-voluntary termination if they are due to factors that the candidate himself/herself has control over; 5
- serious delays in the completion of the programme s instruction component due to factors the candidate himself/herself has control over; - violation of the ethical standards that pertain in the candidate s field of research; - behaviour by the candidate that is in violation of the trust that must exist between an institution and its candidates, including any illegal activities related to the completion of the doctoral programme. Decisions regarding non-voluntary termination will be taken by the central PhD committee following a recommendation from the faculty or centre. If the doctoral candidate is employed in a research fellowship position at Hedmark University College, the agreement can only be terminated if the conditions set by the Norwegian Civil Servants Act are met. Decisions of this nature will be taken by the appointment committee at the university college. 12 Evaluation The PhD degree is conferred on the basis of: - an approved doctoral thesis and a satisfactory public defence; - completion and approval of the instruction component, or other approved educational qualifications or expertise; - an approved trial lecture on a specified topic. 13 Submission of the doctoral thesis An application for evaluation of a doctoral thesis must be directed to the relevant programme board at the university college. The application must also contain the requisite number of copies of the thesis and documentation of completion and approval of the instruction part of the doctoral programme. If the thesis is found worthy of public defence, an additional number of copies of the thesis must be provided in accordance with the regulations of the individual PhD programme. The thesis is to be accompanied by an abstract which can be used as a press release. The thesis must be submitted in a standard format and in the form (paper, electronic) stipulated by the university college. Research papers or parts of papers that have been previously approved for a doctoral degree in Norway or at an institution abroad may not be submitted even if the work has been revised. 14 Appointment of the evaluation committee The university college, via the programme board, will appoint an evaluation committee consisting of at least three members. The composition of the committee must be comprised so that: - all members hold doctoral degrees or the equivalent; - the committee as a whole must cover the field(s) dealt with in the thesis; - both genders are represented, when possible; - not more than one member is affiliated with the university college; - at least one of the members is from an institution outside of Norway, when possible. 6
The programme board will appoint an administrator from among the committee members or in addition to the committee members. The academic supervisor may not be a member of the evaluation committee or serve as its administrator. 15 Activities of the evaluation committee 15.1 Withdrawal and reworking A thesis which has been submitted may not be withdrawn before the evaluation committee has determined whether or not it is worthy of public defence. The doctoral candidate may nonetheless correct formalities in the submitted thesis. In the event that the candidate does so, corrections must be submitted no later than one month prior to the defence. The above notwithstanding, the PhD committee may allow reworking of the thesis on the basis of the evaluation committee s preliminary comments. If such reworking is allowed, a deadline for completion will be set, and the period allowed will normally not exceed six months. 15.2 Obligation to provide information An academic supervisor may be summoned to meetings of the evaluation committee in order to provide information concerning the supervision carried out and the work involved with the thesis. The evaluation committee may request that the doctoral candidate submit his/her research material and/or data or provide any relevant additional information. 15.3 The recommendation of the evaluation committee The evaluation committee makes a recommendation by the stipulated deadline as to whether or not the thesis is worthy of a public defence. The decision of the committee is to be presented in an evaluation report. The recommendation and any dissenting views must be explained in the committee s report. The report of the evaluation committee will be presented to the doctoral candidate, who is given a period of 14 days in which to submit written comments on the recommendation. If the doctoral candidate does not wish to do so, the committee must be promptly informed of this. 16 Report of the evaluation committee and institutional procedures 16.1 Procedures in the event of a unanimous committee report A unanimous recommendation by the evaluation committee has the same status as a binding decision and will not be reviewed by other bodies, unless the doctoral candidate submits a formal complaint about the decision. 16.2 Procedures in the event of a non-unanimous committee report 7
If the evaluation committee submits a non-unanimous report, the programme board may take a decision on the matter without further evaluation; or it may request further clarification from the evaluation committee; or it may appoint two new experts who will submit individual evaluations of the thesis. The University College Board then takes the final decision on the basis of a recommendation from the central PhD committee and the evaluations of the thesis. 17 Trial lecture Doctoral candidates must hold a trial lecture on a specified topic. The topic for the lecture is determined by the evaluation committee and is announced to the candidate 10 working days prior to the lecture. The trial lecture will be held after the thesis is submitted but before the public defence, and must be approved by the evaluation committee. 18 Defence of the thesis When the trial lecture has been held and approved by the evaluation committee, the doctoral candidate may defend the thesis in public. The venue and time for the defence will be posted well in advance, as will information concerning publication and public accessibility of the thesis. The defence must be held in the language in which the thesis is written or in Norwegian, unless the programme board approves another language. There will normally be two opponents, selected from among the members of the evaluation committee. The committee is responsible for dividing the tasks among its members. The defence will be led by the Rector or his/her representative. The chairperson of the defence will give a brief presentation of the procedures completed thus far, including submission of the thesis, the committee s report and the trial lecture. After this introduction, the doctoral candidate will give a brief overview of the objectives and results of the research project. The first opponent commences the discussion, and the second concludes the questioning. Members of the audience who wish to pose questions from the floor must notify the chairperson of the defence of their desire to do so at the designated time in the proceedings. After the public defence, the evaluation committee sends a statement of its evaluation of the defence to Hedmark University College by the programme board. This statement must conclude whether the defence has been approved/not approved. In the event that a defence is not found satisfactory, a new defence may be held within a reasonable amount of time. If possible, the new defence will be evaluated by the original evaluation committee. The defence must be found to be satisfactory before a diploma may be conferred. 19 Conferral of the degree, diploma and transcript When the programme board has approved the instruction component, thesis, trial lecture and defence, the degree of Philosophiae Doctor (PhD) is conferred on the doctoral candidate by the University College Board. A diploma and transcript are issued by the institution. The institution will determine the information to be provided on the transcript. The transcript will contain information concerning the academic programme in which the candidate has participated and the name of the supervisors. 8
20 Appeals 20.1 Appeal of admission decisions and procedures Decisions regarding rejection of an application to the PhD programme (see Section 4 of these regulations) may be appealed in accordance with the provisions of Section 28 and following of the Norwegian Public Administration Act. If the original decision is upheld, the appeal will be sent to the university college s central Appeals Board for consideration. 20.2 Appeal of decision regarding approval of the instruction component For appeals of decisions regarding the approval of courses or instruction as part of the instruction component of the PhD programme (see Section 6.2 of these regulations), Section 28 and following of the Norwegian Public Administration Act will apply. For appeals of decisions regarding examination or test grades, Sections 5-2 and 5-3 of the Norwegian Act relating to universities and university colleges will apply. 20.3 Appeal of decision regarding rejection of an application for evaluation or non-approval of a thesis, trial lecture or defence Non-approval of a thesis, trial lecture or defence may be appealed pursuant to the provisions of Section 28 and following of the Norwegian Public Administration Act. Appeals must explain the grounds for the appeal and must be submitted to the programme board. If the decision subject to appeal was taken by the programme board, it may set aside or alter the decision should the appeal be found to be reasonable. 21 Supplementary provisions to these regulations The central PhD committee of the Rector is responsible for establishing supplementary provisions for the individual PhD programmes within the framework laid down in these regulations. 22 Entry into force These regulations enter into force immediately. 9