As a PhD candidate, it is important that you familiarise yourself with the training component of your respective programme. You are responsible for enrolling in courses and completing the training component of 30 ECTS credits. If you wish to make changes during the course, an application can be submitted (see the resources below).

PhD candidates actively participate in the planning and execution of supervision meetings.

The agreed progress schedule should be adhered to as best as possible, and an annual progress report must be submitted (cf. PhD Regulations § 3-7).

PhD candidates must complete the mid-term evaluation according to the agreed plan (cf. PhD Regulations § 3-8), preferably between the 3rd and 4th semester. The mid-term evaluation shall be conducted regardless of the publication status of planned articles within the thesis.

Attendance at PhD seminars is required if mandated by the faculty/PhD programme. It is also expected that candidates actively participate and present their project in internal and external academic forums during the PhD course.

Candidates may apply for an extension of time in the PhD programme if delays occur in the work and/or project. This can be applied for with an updated progress plan. Applications should be sent to the PhD coordinator and will be considered by the programme committee.

Take initiative to discuss challenges and issues that arise with the research work and/or supervision as early as possible. If you do not wish to discuss the problem directly with your supervisor(s), you may contact the programme committee chair or the PhD coordinator for the programme. It is also possible to contact the safety representative at the faculty.

The PhD committee is responsible for appointing new supervisor(s) in cases of long-term illness, leave, or similar. A form must be used to apply for a change of supervisor.

Engagement in USN’s PhD Candidate Association – USN SPO – is encouraged. As a PhD candidate, you are automatically a member of the association, which aims to gather information and promote common academic and social interests.

A mid-term evaluation is normally conducted in the third or fourth semester. The work of a PhD candidate is assessed by a group of at least two people appointed by the programme committee. The evaluation will assess the academic status and progress of the PhD work and provide feedback to the PhD candidate, supervisors, and the programme committee. Practices for conducting mid-terms may vary between PhD programmes. Therefore, familiarise yourself with the procedures at your faculty.

The mid-term evaluation, together with the training component, is an important element of the PhD course, and is ordinarily carried out in the third or fourth semester. The evaluation is a mandatory part of the PhD programme and a requirement for thesis submission and defence.

As a PhD candidate, you shall present your work and be assessed by a panel of at least two opponents appointed by the programme committee. The evaluation will assess the status and progress of the doctoral research, and provide feedback to you, your supervisor, and the programme committee.

The main purpose of the mid-term evaluation, alongside the annual reporting, is to help doctoral candidates identify factors that may pose risks to the project in terms of obstacles or delays, and to provide input that may improve the quality of the work. The programme committee, supervisors, and you as the PhD candidate have an obligation to actively follow up on matters that may cause delays or failure to complete the doctoral research, so that the work can be completed within the normal timeframe as far as possible.

If the mid-term evaluation identifies significant weaknesses in the research, measures shall be implemented to rectify the situation.

The mid-term evaluation should be planned in collaboration with your supervisor. Your supervisor shall submit proposals for the evaluation committee in advance. You can read more about planning the mid-term evaluation in the resources available below.

Operating funds are funds that can be used for the implementation of the research education during the agreed employment period. If you are employed outside USN, access to operating funds must be described in the doctoral agreement. If you are affiliated with an overarching project, you generally need to go through the project leader to use the funds, but some PhD candidates may manage the funds themselves. In any case, the operating funds must be used in accordance with applicable laws and regulations regarding the use of public funds. Unused operating funds revert to the institution (USN). Operating funds for USN-employed candidates, and also other candidates in the higher education sector, are public funds. This means that purchases in principle are not the candidate’s personal property, especially larger purchases. You can clarify details regarding the use of operating funds with the project leader or head of department. Contact your immediate superior if you are unsure about anything concerning the operating funds.

USN has framework agreements which must be used for purchases. It is expected that these are utilised for all purchases in accordance with USN’s guidelines for ordering goods and/or services.

Absence due to long-term illness, childbirth, parental leave, etc., is grounds for an extension of the PhD programme. For this type of absence, contact your HR department/employer.

If you are externally employed, it is important that in addition to contacting your employer, you also notify your nearest PhD coordinator so that the admission period in the PhD programme can be extended accordingly. You must provide proof that the absence has been approved by the employer (e.g., extension of employment due to illness, etc.) and document this.

Absence due to other reasons, and/or that extends beyond established limits (expired employment contract, PhD admission agreement), must be applied for separately with confirmation from the project owner/employer. You will find information about this in the resources below.

Be aware that IT access at USN may be changed due to long-term absence – contact the IT department for clarification.

USN encourages its PhD candidates to undertake study stays at foreign institutions. Such study stays should, as far as possible, be included in the project description. You can do this even if you do not have agreements or details in place at the time of application. If, after the project start, you wish to spend part of your research time at a foreign host institution and this was not included in the original plan, this must be clarified with your supervisor and faculty. Read more about PhD mobility, applications, and opportunities in the resources below.

The supervisory relationship is regulated by the PhD regulations and the PhD agreement signed at admission. It is important to maintain regular contact with your supervisor throughout your PhD course. Your supervisor can assist with course recommendations, academic support, and planning of the PhD course.

Your supervisor can, among other things, assist you with:

• Assisting with recommendations in the training component
• Defining the topic and formulating the research question
• Discussion of various methods and hypotheses, as well as interpretation and analysis
• Research ethics issues relating to your PhD work
• Recommending academic literature
• Guidance on research ethics related to the thesis

If you wish to make changes to the supervisory relationship, this must be done through a formal application. The application is considered by the programme committee. You apply for a change of supervisor through a specific application form (see resources below).

• Notify your supervisor and/or PhD coordinator if you wish to apply for extension of time, change of course, or change of supervisor
• Inform your supervisor and/or PhD coordinator of all factors that may affect supervision or project progression, including any external collaborators
• Be mindful of the time available to you
• Keep informed about the labour market – build networks and develop a career plan
• Participate in international networks, apply for summer schools offered through our international networks YERUN and EDUC, and apply for mobility grants if you wish to undertake a longer research stay outside Norway
• Contribute to making your own and other PhD candidates’ doctoral education at USN a positive journey. Participate, engage, and care!