Digital ISP for administrators

Search for doctoral student

In addition to searching for doctoral students by personal identification number and/or name, it is also possible to search for doctoral students and other ISP-users via:

“Study Documentation” > “Manage Multiple” > “Manage Doctoral Students (ISP)”.

In the tab “Individual study plans” (1) you can search for admitted doctoral students with or without a digital ISP in Ladok.

It is possible to filter by ISP status "Ongoing" (doctoral students with an ongoing ISP), "Completed" (doctoral students who have completed their doctoral studies), and/or "Discontinued"(doctoral students who have interrupted their doctoral studies). If no option is marked, you will receive a list of all doctoral students irrespective if they have a digital ISP in Ladok or not.

In the tab “Business roles” (2) you can search for ISP-users that have a person association to the doctoral student. Here is a function called "Manage associations for mulitple" (4) (more on this further down in this manual).

(The tab “Doctoral student with ISP” (3) is redundant since the same type of search can be performed in the tab “Individual study plans”).

Doctoral students admitted to higher education, study regulation of 1993

It is not possible to create an ISP in Ladok for doctoral students registered on the study regulation of 1993 or earlier. The ISP for those students must be handled outside of Ladok.

Results at the doctoral level before 2018

Reported results at 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.

Start an ISP in Ladok

Step 1 - Create person associations

To be able to create a digital ISP, a principal supervisor must be linked as an associated person to the doctoral student in Ladok. Other ISP users also need to be associated persons to the doctoral student for the "My Doctoral Students" tab to appear on the Ladok start page and for the ISP Ladok notification function to work.

First, link the principal supervisor as an associated person to the doctoral student, then add reviewers, decision-makers, and any assistant supervisors who will be active in the ISP process.

• Go to the "Student Information" tab.
• Select "Manage ISP" in the left menu.
• Click "Create association" and choose the correct course package if multiple are available.
• Select "Business role" (do not create associations for ISP-administrator, ISP-read only access or ISP-super user)
• Select "User" - only users with ISP-permission will show in the drop-down-list
• Select "Start date" - Start date is the date when the person started the assignment as a principal supervisor, reviewer or decision-maker for the doctoral student. There has to be an active principal supervisor when the ISP is created, therefr the start date cannpt be a future date.
• The end date is only specified in case of a change of supervisors, reviewers, or decision-makers.

There has to be an active principal supervisor when the ISP is created, that means the start date for the principal supervisor cannot be a future date. The end date is only specified in the event of a change of supervisor, reviewer, or decision-maker. In the dropdown list of users, only users with ISP permissions will appear as options.
Note: The ISP administrator should not be linked as an associated person.

Create multiple person associations at the same time

Associations between an ISP-user and multiple doctoral students can be created at the same time.

• Go to: “Manage multiple” > “Manage post graduate students (ISP)” > ”Business roles”
• Select: “Manage associations for multiple” (1)
  
• Enter:
  Organisation unit - the department that the doctoral students are registered to
  User - the user that needs a person association. You can only choose one.
  Role -The role that the user needs. You can only choose one.
  Start date - The start date of the assignment.
• Go to the next page
• Select the doctoral students that the user needs associations to: Click on the doctoral student to mark it, press Ctrl to mark more than one.
• Click on the arrow to transfer to the “Selected” field.
• Go to the next page
• Confirm

My doctoral students (ISP) and notifications

When an ISP-user has been linked as an associated person to a doctoral student, the tab “My doctoral students (ISP)" appear on the user´s start page in Ladok (1) and the notifications system for ISP is activated.

When an ISP reaches a step in the workflow where the user has a task to perform (write, approve, establish), a notification appears in the "My Doctoral Students (ISP)" tab (2), and a notification email is sent to the email address registered for the user in Ladok. Doctoral students receive notifications each time an ISP is moved forward or backward a step in the system.

Step 2 - Create new individual study plan

When the personal associations have been made, an ISP can be created for the doctoral student in Ladok.

• Go to "Student Information" > "Manage ISP."
  
• Click on "New individual study plan."
  
• Select the research subject and the occasion for which the ISP will apply.
  
• Go to the next page, preview, and then confirm.

Now, the "Individual Study Plan" tab (1) has appeared on the doctoral student's page. Enter the ISP either via the tab or by clicking the link (2).

Step 3 – Start version

When the ISP has been created in Ladok, the administrator needs to start a new ISP version to enable editing of the content of the ISP.

• Click on "Start Version"
• The decision maker (the administrator in this case) and decision date are pre-filled and should not be changed
• The administrator enters information in the tab "Basic Information", in the panels "Admitted to" and "General Syllabus" (more information below in "Filling in the digital ISP")

Expected establish date

When a new version of an ISP is started, the start date (the date the new version was initiated) and the expected establish date (one year from the start date) are set. Two months before the expected establish date, the principal supervisor and the doctoral student receive a reminder to establish the version.

These dates can be changed:

• Go to: "Manage multiple" > "Manage doctoral students (ISP)" > "Individual study plans"
• Select "Ongoing" to only receive doctoral students with an ongoing individual study plan
• Select doctoral students in the list
• Click the '"Change date" button and choose "Start date" or "Expected establish date" from the dropdown menu
• Enter the date and confirm

Filling in the digital ISP

Below is a description of the ISP administrator's role in the ISP process. The panels "Admitted to" and "General syllabus" in "Basic information" are locked to the ISP-administrator. All other information in the ISP is filled in by the supervisor and the doctoral student.

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.

An administrator can add information about "Higher education institution resources" and a note in the note field.

General syllabus (2)

The administrator enters information about the general syllabus.

Milestones in third cycle studies (3)

Doctoral student and supervisor select milestones from the predefined list, or choose "Optional text", to plan the doctoral student's education.

Study activity and funding (SCB) (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.

There is no connection between planned and reported study activity and funding.

Departmental duties (5)

A doctoral student´s departmental duties can be documented here.

Other documentation (6)

Previously established ISPs or other documents relevant to the doctoral education can be uploaded here.

“Mark ISP as completed” or “End ISP”

When a doctoral student has defended their thesis or completed a licentiate degree, the status “Completed” can be applied to the ISP. The ISP must be established to mark it as completed. Once completed, no new versions of the ISP can be created. This can be done simultaneously with reporting the dissertation results and documenting “All courses completed” in Ladok.

If a doctoral student discontinues the studies, the status “Ended” can be applied. The ISP does not need to be established but can be ended during an ongoing revision. Once “Ended” is applied, no new versions of the ISP can be created, and current work in the ISP ceases.

To mark as "Completed" or to end an ISP:

• Go to the tab “Student Information" (1) > "Manage ISP” (2)
  
• Select "Operation": "End" or "Mark as completed" (3)

Reactivate ISP

If “Completed” or “Ended” has been entered by mistake, it is possible to reactivate the ISP. This is done in the same way as when an ISP is marked as completed or ended, but the selected operation is "Reactivate".

Remove an ongoing ISP-version

An established ISP cannot be removed, but an ISP under revision can. If removed, all entered information will be lost. Previously established ISP-versions are not affected.

Remove ongoing ISP-version:

Workflow > "More functions" > "Remove version (Not established)"

Change of department, research subject, or instance within the same subject

When changing department, research subject, or instance within the same subject, the ISP in the previous subject must be established and ended, and a new ISP must be started in the new subject or instance.

• Go to: "Student Information" > "Manage ISP"
• Create a new personal association for a principal supervisor within the new subject/instance
• Create a new ISP for the new subject/occasion

The information from the ISP in the previous subject will not automatically transfer to the new one, but has to be entered manually.

Change of agent

If an agent that approves or establishes the ISP is replaced during the doctoral education, the new agent needs to apply for permission and has to be linked as an associated person in Ladok ISP by an ISP-administrator.

• Go to: “Student information” >”Manage ISP”
• "Associated persons" > "Create association"

If, for example, there is a change in principal supervisors, the new supervisor needs to apply for permission in Ladok ISP (there is a form) and an ISP-administrator then has to create a person association for the new supervisor and add an end date for the previous supervisor.

To add an end date:

• Go to: “Student information” > ”Manage ISP”
• "Associated persons" > "Create association"
• Press "Select" and choose the action "Change"

Absent agent

If an agent who is supposed to approve or establish an ISP is absent during the approval process, an ISP-super user can approve the ISP instead.

ISP-super user

At each department, there is a person with an ISP-super user authorization. A super user can read and manage the ISP for all doctoral students at the department. If an ISP gets held up somewhere in the process, for example, if a reviewer is absent during the decision-making process, the super user can intervene and move the ISP forward or backward.

ISP templates and ISP versions

When a new ISP version is started, the latest ISP template is retrieved from Ladok. The template is continuously updated by the developers and because of that, an ISP may look different for different doctoral students depending on when the versions were started in Ladok.