Digital ISP for supervisors, reviewers and decision-makers

Access to ISP in Ladok

To gain access to ISP in Ladok, you need a user account at Uppsala University and the appropriate permissions for ISP in Ladok. If you do not have this, please contact the department where your doctoral student is registered.

Log in to Ladok

Log in with your user account in Ladok

My doctoral students (ISP)

On the Ladok start page, there is a tab called “My Doctoral Students (ISP)”. This tab contains a list of doctoral students that you are the principal supervisor, reviewer, or decision-maker for and that you are linked to in Ladok (1). (If this tab is missing, contact the administration at the department where your doctoral student is registered).

Click on the doctoral student's personal identification number to access their ISP. The link serves as a shortcut to your doctoral student, even when you do not have a current work task in their ISP.

Notifications

Ladok has an automatic notification function for the digital ISP. When an ISP reaches a step in the workflow where you have a task to perform (write, approve, confirm), a notification appears in the "My Doctoral Students" tab (2), and a notification email is sent to the email address registered for you in Ladok.

In the notification in Ladok (2), you can see your current work task, and by clicking the blue link, you will be transferred directly to the doctoral student’s ISP.

The doctoral student’s ISP in Ladok

When you enter the doctoral student’s ISP, you will land on the "Workflow" tab. On this page, you approve/establish the ISP after editing or reviewing it, or you can send it back to the doctoral student if corrections are needed.

1. The content of the ISP is filled in under the tabs from "Basic Information" and down. The "Timeplan" provides a summary of the information entered in the other tabs.
2. "Completed work tasks" show previous steps in the ISP.
3. "Current work task" tells you where the ISP is currently at, this is also where you sign and approve the ISP.
4. "Upcoming work tasks" contain the coming steps in the ISP.
5. "Established versions" store previous versions of the digital ISP that have been established in Ladok.

Reviewing the content of the ISP

In the "Workflow" tab, in “Current work task” you find a description of your work task (6). Enter the tabs "Timeplan" and "Overview and reflections" to get useful overviews of the doctoral student’s planned education and progression.

Approving or establishing the ISP

After reviewing the ISP your task is to approve, establish or send the ISP back to the doctoral student for revision.

• Click on one of the blue boxes under the heading "Current work task."

If you choose to approve/establish the version, that means you are signing the ISP, and it will be forwarded to the next step in the ISP workflow

Filling in the ISP
(Applies to ISP supervisors with editing permission)

Once an administrator has started an ISP version in Ladok, information can be entered in the tabs from "Basic Information" down to "Overview and reflections" in the left menu. The panels "Admitted to" and "General syllabus" in "Basic information" are locked to the ISP-administrator.

The "Timeplan" tab is a summary of entered information in the other tabs, and no new information should be added here.

Basic information

Admitted to (1)

The information in this panel is retrieved from the student´s admission data in Ladok. Thus, the “Subject instance, start date” is the date when the doctoral student was admitted to the doctoral education in Ladok. The “Subject instance, end date”, is a template date calculated 4 years from the start date in Ladok.

"Higher education institution resources": According to the "Guidelines for Doctoral Education at Uppsala University”, the ISP must specify the commitments (in addition to supervision) made by the parties to ensure a functional education. Enter which resources the institution provides in the education and to what extent these can be expected to be available to the doctoral student during the education. For example, access to experimental measurement equipment, cohorts of collected biological material, or databases.

General syllabus (2)

The ISP-administrator enters information about the general syllabus.

Milestones in third-cycle studies (3)

Select milestones from the predefined list to plan the doctoral student's education per calendar half year.

Study activity and funding (4)

Planned activities and funding are entered by the supervisor and doctoral student on a half-year basis.

Reported activities and funding are retrieved from Ladok.

Departmental duties (5)

Here a doctoral student´s departmental duties are documented.

Other documentation (6)

Previously established ISPs and other documents of relevance to the third-cycle eduaction can be uploaded here (PDF).

Supervisor and decision-maker

In "New supervisor input," the principal supervisor specifies agreed supervisor input per calendar half year, such as the organization, percentage, or hours of supervision.

Use "Change information" to add a note if there is relevant information that does not fit within the supervisor input.

Supervisor conversation

Select "Type of Meeting," fill in the date and participants.

Thesis work

How to use the tab "Thesis Work" is determined by each department. Below, different possibilities are described.

Summary (1)

Here, the preliminary title of the thesis and basic information about it are documented, and the research plan is uploaded (PDF).

Planning and follow-up (2)

In this panel, planning and follow-up of activities related to the thesis work can be documented, for example the design of the introductory chapter of a compilation thesis.

Part of thesis work (3)

Here, parts of the thesis work can be planned and followed up. This could include an article in a compilation thesis or a chapter (select "Other") in a monograph.

Each subproject gets a separate page and a subheading, "Planning and follow-up," where more detailed follow-up can take place per calendar half year.

Document for the various parts of "Thesis work" what have been completed in the previous year and plan head for the coming year.

Ethical conditions (4)

Any ethical conditions regarding the thesis work can be uploaded here.

Courses and conferences

Courses, conferences, and other credit-bearing activities at the doctoral level are reported in Ladok and when certified they are automatically transferred to the doctoral student's ISP under the heading "Unsorted certified results" (yellow rows). The activities are then sorted under the appropriate headings further down.

Reported results at the doctoral level before 2018, which are found under "Other results" in the doctoral student's overview in Ladok, are not automatically transferred to the doctoral student's ISP.

Unsorted certifed results (1)

Certified results at the doctoral level in Ladok are automatically transferred to Ladok ISP and appear under this heading. The results then need to be sorted under the appropriate headings (2, 3, 5, 6).

Mandatory courses (2)

Here planned and completed mandatory courses are documented.

Elective courses (3)

Here planned and completed elective courses are documented.

Credit transfer / Credited education (4)

Credited education is automatically transferred from Ladok to here.

Conferences (5) and Seminars and other activities (6)

Under these headings are planned and completed credit-bearing conferences, seminars and other activities.

Non-credit-bearing activities (7)

Planned and completed non-bearing activities in third cycle education can be documented here.

Learning outcomes

In the field “Change information” for each learning outcome, the activities that contribute to the achievement of the outcome is documented. A learning outcome is marked as completed when it is achieved.

Timeplan

In the timeplan the information entered in the other tabs in the ISP is summarized to give reviewers and decision-makers an overview of the doctoral student´s plans forward. No new information is entered in this tab.

Overview and reflections

This page provides an overview of key parts of the doctoral student's individual study plan per calendar half-year.

Planned activities are indicated in parentheses. If both planned and completed activities exist for the same half-year, the completed activity is shown first, followed by the planned one in parentheses.

100% study activity corresponds to one calendar half year of full-time studies, which means that four years of full-time studies gives a total of 800% study activity.

In reflections, the supervisor and the doctoral student can reflect on the student's progression at different stages of the doctoral education. This may include discussions on achieved milestones, identification of potential obstacles, and planning of future steps.