Mandatory reports
Annual progress reports:
All PhDs and main supervisors will submit an annual progress report, preferably in January. The report will be reviewed and saved by the local PhD council at ITS. The annual progress report will be submitted as a webform, and can be found here. The PhD advisor will send an e-mail invite to the webform to all PhDs each year.
3. semester evalutation:
The 3rd semester reporting shall take place after twelve months of employment, and no later than fifteen months after appointment. Results achieved during the period must be presented to a committee, and the PhD candidate must account for any deviations from the progress plan. The PhD advisor at ITS will give notice in the semester in which the third semester reporting is to be.
Furthermore, it`s the main supervisor who puts together a competent committee consisting of at least three members. At ITS, all third-semester reports have two permanent members (secretary of the PhD committee + prof. Torbjørn Skauli). The main supervisor must find the remaining and third committee member, preferably employed at UiO as this is not paid work.
During the report, the candidate gives a short presentation of the work so far. (approx. 20 minutes). Then the committee will discuss both work and supervision conditions, both with and without the supervisors present.
The committee will then try to uncover any problematic conditions, and assist with measures / advice to help the candidate further. The PhD committee at ITS would like to emphasize that the purpose of the introduction of a third-semester evaluation is that it should provide a useful value for both the PhD candidate and the surrounding environment that exceeds the extra work it entails.
The purpose is first and foremost to identify the need for measures that can increase the probability of completion within the stipulated time frame, increase the quality of research, and to improve the well-being especially for the research fellows.
With an evaluation in the third semester, one can not expect to be able to report large production, but one can assess whether the project is on the right track towards a completion as planned, and at the right time. The evaluation also provides an opportunity to get external input to the project, and ideas for further research.
A summary (separate form) with the committee's conclusions will be sent to the Faculty. The report will be evaluated by the local PhD council, who makes any follow-ups if necessary.
5. semester evaluation:
The 5th semester report is sent to the PhD candidates as an online webform. The report is saved at the department. The PhD council makes any follow-ups if necessary.
7. semester evaluation:
7th semester reporting is voluntary, and only applies to PhD candidates with four-year contracts. 7th semester reporting is sent to the candidate as an online webform. The report is saved at the department. The PhD council makes any follow-up if necessary.
Changes during the PhD
Changing the educational component
If you want to change a course in the educational component, you must complete the form for changes to the educational component and submit it to your PhD advisor. If the new curriculum is a special syllabus, the form for description of the special syllabus must be included. See the Faculty webpages for the programme structure for the relevant forms at the bottom of the page.
Applying to change the educational component must normally be done before taking the course you want to change to. The PhD council at ITS will go through the application and approve the changes before sending the it to the Faculty for final approvals.
Changes in the PhD project itself
If the changes are minor, that is - the main features of the original project description are unchanged, then the candidate does not need to do anything.
If there are major changes in the project along the way with new hypotheses, theories, approaches, etc., the project may have to be regarded as a new research project. In that case, the candidate must apply for new admission on the basis of the new project and terminate the original agreement. A reasoned application is sent to the PhD advisor at ITS. The PhD committee at ITS issues its statement before the case is sent to the faculty, which makes the final decision.
Extension of the PhD agreement:
It is possible to apply for an extension after the original agreement has expired.
The candidate must submit the form for extension together with the main supervisor, where he or she must also prepare a new and detailed progress plan for the extension.
The application form is sent to the PhD advisor at ITS, who takes it to the PhD committee at ITS before the application is sent to the Faculty for a final decision.
External PhD candidates must arrange for an extension in the company to which they are employed. Application for extension of the PhD program at MN must also be submitted to ITS. The application is processed by the PhD committee at ITS, and is then sent to the Faculty, which makes the final decision.
Parental leave:
- If the candidate is employed at the MN faculty (UiO is the employer), then your agreement will be extended automatically.
- If the candidate has an external employer, he or she must make sure to send the Faculty a copy of the parental leave documents, so that it is registered at the MN Faculty.
Sick leave:
If the candidate has been on continuous sick leave for more than 2 weeks, he or she is entitled to a corresponding extension of the PhD agreement.
- If the candidate has employment at the MN faculty (UiO as an employer), your agreement will be extended automatically.
- If he has an external employer, the candidate must send the Faculty documentation that you are entitled to an extension.
All forms for both extension of PhD period, description of special syllabus, change in supervision conditions, change of training part can be downloaded from this website!