As a PhD candidate, you are responsible for familiarising yourself with the requirements and content of the training component associated with your PhD programme. You must register for the relevant courses and complete the training component, which comprises a total of 30 ECTS credits.

Should a need for amendments arise during the course of the programme, for example in relation to the training component, you may apply to the Programme Committee for approval of the proposed changes. The relevant forms are available among the resources referenced in this handbook.

The PhD programme is a formally supervised course of education. You are expected to participate actively in the planning and implementation of the supervisory process. It is recommended that you and your supervisor establish a supervision agreement or a shared supervision plan at the commencement of the programme.

Agreed milestones and progress plans should be followed as far as possible. All PhD candidates are required to submit an annual progress report in accordance with the provisions of Chapter 3 of the PhD Regulations.

If participation in seminars is required by the faculty or the PhD programme, you must attend such events. You are also expected to present your research in relevant academic forums, both internally and externally, throughout the course of your doctoral studies.

Should the project be delayed, you may apply for an extension of the PhD Agreement. The application must include an updated progress plan and will be considered by the Programme Committee in accordance with the applicable guidelines at USN.

If you experience challenges relating to your research project or supervision arrangements, you are advised to raise these matters at the earliest possible opportunity. If you do not wish to discuss the matter directly with your supervisor, you may contact your manager, the Chair of the Programme Committee, the PhD Coordinator, or the faculty's Health and Safety Representative.

In the event of prolonged illness, leave of absence, or other circumstances affecting the supervisory process, the Programme Committee may appoint a new supervisor or make changes to the supervisory team. Applications for such changes must be submitted using the prescribed form.

USN encourages all PhD candidates to engage with the doctoral candidates' association, USN SPO. All PhD candidates are automatically members of the association. The organisation works to safeguard and promote the academic and social interests of doctoral candidates.

The mid-term evaluation, together with the training component, constitutes a central and mandatory part of the PhD programme. The evaluation is normally conducted during the third or fourth semester and must be completed before the thesis may be submitted for assessment.

The mid-term evaluation is mandatory regardless of the extent to which the candidate has progressed with the publication of planned research articles.

The purpose of the mid-term evaluation is to:

• assess the academic quality and progress of the project
• identify circumstances that may lead to delays or other challenges
• provide advice and recommendations that may strengthen the continued development of the project

The Programme Committee, the supervisors and the candidate share responsibility for addressing circumstances that may affect progress. The objective is to ensure, as far as possible, that the doctoral project can be completed within the prescribed period of study.

During the evaluation, the candidate presents the project to an evaluation panel consisting of at least two individuals appointed by the Programme Committee. The panel assesses the academic status and progress of the project and provides feedback to the candidate, the supervisors and the Programme Committee.

Procedures and implementation may vary between PhD programmes. You must therefore familiarise yourself with the requirements and procedures applicable to your own programme.

If the evaluation identifies significant academic or progress-related concerns, appropriate measures must be implemented to address them.

You plan the mid-term evaluation in collaboration with your supervisor. The supervisor submits a proposal for the composition of the evaluation panel to the Programme Committee. 

Operating funds are financial resources that may be used for activities and expenses associated with the completion of the doctoral programme during the agreed period of study.

For candidates who are not employed by USN, access to operating funds must be specified in the PhD Agreement.

Where the doctoral project forms part of a larger research project, the operating funds will normally be administered by the project manager. In certain cases, the candidate may be authorised to manage the funds directly.

All operating funds must be used in accordance with applicable legislation, regulations and rules governing the use of public funds. Any unused funds shall revert to the institution.

Operating funds allocated to doctoral research fellows at USN and within the higher education sector constitute public funding. Equipment and other acquisitions financed through such funds are therefore, as a general rule, the property of the institution rather than the personal property of the candidate. This applies particularly to substantial purchases.

USN has framework agreements that must be used when procuring goods and services. All purchases must be carried out in accordance with the University's procurement procedures in force at the time.

If you have questions regarding the use of operating funds, you should contact the project manager, Head of Department, or your manager.

Prolonged illness, childbirth, parental leave and other statutory forms of leave will normally provide grounds for an extension of the doctoral period.

In such circumstances, you should contact your employer or the Human Resources Department to clarify your rights and the relevant application procedures.

If you are externally employed, you must also inform the PhD Coordinator at USN. The admission period for the PhD programme must then be extended by a period corresponding to the documented absence.

Any extension is conditional upon the leave of absence having been approved by the employer and the required documentation being provided.

Absence arising from other circumstances or extending beyond the conditions set out in the employment contract or PhD Agreement, must be the subject of a separate application. Such applications must be documented and supported by the employer or project owner.

Please note that prolonged absence may affect your access to USN's ICT systems and services. If you are uncertain about the consequences of an extended absence, you should contact the IT Department or your manager.

See also: PhD candidate pages

USN encourages PhD candidates to undertake study or research stays at international institutions.

Planned periods abroad should be described in the project proposal submitted at the time of admission. This also applies where all details have not yet been finalised at the point of application.

If the need for an international research stay arises after the project has commenced, the matter must be discussed with the supervisor and the faculty before further planning takes place.

See also: Staying abroad during international research stay (Requires login)

The supervisory relationship is governed by the PhD Regulations and the PhD Agreement entered into upon admission to the programme.

Regular communication between the candidate and the supervisor is essential for maintaining progress and ensuring the quality of the doctoral project. The supervisor is expected to provide academic guidance, support and follow-up throughout the doctoral education.

It is recommended that the candidate and supervisor establish a supervision agreement at the commencement of the programme.

The supervisor may, among other things, provide assistance with:

• advice concerning courses and activities within the training component
• defining and refining the research topic and research questions
• discussion of methodologies, hypotheses and research design
• analysis and interpretation of results
• research ethics considerations
• recommendations regarding relevant academic literature
• planning and implementation of the doctoral project

If changes to the supervisory arrangement are required, the matter must be addressed through a formal application to the Programme Committee. The application must be submitted using the prescribed form.

To support a successful doctoral journey, it is recommended that you:

• inform your supervisor and/or the PhD Coordinator if you intend to apply for an extension, amend the training component, or change supervisor
• report any circumstances that may affect progress, supervision, or the implementation of the project
• manage your time effectively and monitor progress against your own milestones
• build professional networks and explore relevant career development opportunities
• participate in international networks, summer schools and mobility schemes where appropriate
• contribute to an inclusive and academically stimulating PhD environment at USN through active participation and collaboration with fellow candidates

A successful doctoral journey is built upon academic development, collaboration and active engagement within the research community. You are therefore encouraged to participate actively, share experiences and contribute to a positive learning and research environment at USN.