Guidelines for doctoral education - Faculty of Science and Technology

Introduction

Uppsala University

The Vice-Chancellor of Uppsala University has approved guidelines for doctoral (third cycle) education (henceforth doctoral studies) (UVF 2022/728). The guidelines constitute the University’s clarifications of the Higher Education Ordinance (1993:100) and are also based on the Admission and Grading Regulations for Doctoral Studies at Uppsala University (UFV 2022/729)). [In connection with references, in this document the Higher Education Ordinance (1993:100) is abbreviated as the ‘HE Ordinance’ and the Admission and grading regulations for doctoral studies at Uppsala University are abbreviated as ‘UU’s Admission Regulations’.] The guidelines describe the conditions that apply to the planning and implementation of doctoral courses and study programmes at Uppsala University. The guidelines are in effect from 18 March 2025. The guidelines also apply to doctoral students who started their doctoral studies prior to 18 March 2023, unless this would lead to worse conditions for them.

Faculty of Science and Technology

The Faculty of Science and Technology's guidelines for doctoral education compile and replace previous governance documents and decisions, and specify the regulatory framework at the faculty level.

The Faculty’s guidelines are in effect from 1 July 2025.

The previous versions of the guidelines concerned the period from 1 July 2022 to 30 June 2025. The guidelines also apply to those who started their doctoral education prior to 1 July 2022, except if this would have a negative impact on the conditions for doctoral students.

1. Intended learning outcomes and frame of reference for doctoral education

Uppsala University

Doctoral studies are the highest level within the public education system. At Uppsala University, two degrees can be taken at this level, which differ in duration: the doctoral degree and the licentiate degree. The studies are to be planned so that the effective period of study is a maximum of 48 months for a doctoral degree and 24 months for a licentiate degree.

Doctoral studies at Uppsala University are based on national and local intended learning outcomes. The outcomes for doctoral studies are stated in the System of Qualifications (HE Ordinance, Annex 2). Doctoral studies should be organised so that all the outcomes specified in the System of Qualifications are clearly assessed. This applies equally to knowledge and understanding, competence and skills, and judgement and approach.

The document Uppsala University: Mission, Goals and Strategies (UFV 2018:641) states the following goals:

“Ensuring the volume and breadth of third-cycle education and that all doctoral students belong to or have access to a stimulating doctoral education environment.”

The intended learning outcomes of doctoral studies are stated more precisely in the general syllabus for the subject.

Faculty of Science and Technology

The Faculty shall, within the given resource parameters and time frames, prepare qualified doctoral degree holders with good prospects of asserting themselves in national and international academic contexts as well as in other public activities and in the business world.

When planning and implementing doctoral programmes, the departments should, among other things, ensure the following:

• the doctoral students are given the opportunity to acquire teaching skills, for example by participating in instruction as a teacher at the Bachelor’s (first-cycle) and/or Master’s (second-cycle) level;
• the doctoral students are given the opportunity to enter the international research community, e.g. through participation in international conferences, courses, or research visits to universities or institutions outside of Sweden;
• the university-wide desire for equal opportunities and broader recruitment is taken into account in the advertisement, admission and execution of the respective doctoral programme;
• doctoral students with a first language other than Swedish are offered basic training in the Swedish language.

2. Responsibility for doctoral studies

Uppsala University

Under Chapter 2, Sections 2–3 of the HE Ordinance, responsibility for doctoral studies ultimately rests with the University Board and the Vice-Chancellor.

Under the Rules of Procedure for Uppsala University, this responsibility has been delegated to the disciplinary domain/faculty board in the disciplinary domain concerned.

It follows from the Rules of Procedure that the disciplinary domain/faculty board has overall responsibility and determines how doctoral studies will be organised in that domain or faculty. Ongoing responsibility is exercised by the department at which the doctoral student is registered. The education must be conducted with high quality and efficiency. The rights and obligations of all concerned must be regarded.

The right of a disciplinary domain/faculty board to further delegate its decision-making powers is regulated in the University’s Rules of Procedure.

The mutual rights and obligations existing between a department and a doctoral student are specified in the individual study plan.

Instructions on the contents of the general syllabus are provided in section 4 below. Supplementary rules on the individual study plan are provided in section 5.

Faculty of Science and Technology

The Doctoral Education Board (FUN) is responsible for overall quality management of doctoral education at the Faculty of Science and Technology.

Doctoral education is conducted as part of the activities of the departments and under the responsibility of the head of department.

The Faculty Board decides on the establishment and discontinuation of, as well as admission stops within, doctoral subjects/specialisations. The section dean submits a request to the Faculty Board for the establishment and discontinuation of, as well as an admission stop within, a doctoral subject/specialisation. To the request for establishment of a doctoral subject/specialisation an application and suggestion on general study syllabus shall be appended. The concerned head of department approves the request, including appendices. The concerned head of department also approves the request on discontinuation of, as well as admission stops within, a doctoral subject/specialisation. The FUN prepares these matters.

For each subject and specialisation, the Faulty Board appoints a professor responsible for doctoral studies (FUAP) with overarching responsibility for the content and quality of the respective subject/specialisation. This responsibility includes ensuring that the language of theses is good, and ensuring that adherence to good research practice is followed. The responsibilities and duties of the professors responsible for doctoral studies are described in the Faculty’s rules of procedure. Part of the FUAP’s assignment can be delegated to another professor in the subject through written delegation. A decision on such delegation is reached by the Faculty Board’s Working Committee. The need for delegation must be justified. The areas of responsibility which may be delegated to a so-called assistant professor responsible for doctoral studies is limited (see Rules of Procedure TEKNAT 2019/177). The list of the Faculty’s professors responsible for doctoral studies is found on the Faculty’s website.

For each doctoral student, the Faculty Board (delegated to the head of department) shall appoint at least two supervisors. See further under section 8.

3. Admission to doctoral education

Uppsala University

The rules on admission to doctoral studies are set out in Chapter 7, Sections 34–41 of the HE Ordinance. The University Board has adopted regulations for applications, entry requirements, selection and admission in the Admission and Grading Regulations for Doctoral Studies at Uppsala University (UFV 2022/729).

It is possible to admit doctoral students to a later part of a doctoral programme and in so doing for a shorter effective period of study than 24 months for a licentiate degree and 48 months for a doctoral degree.

Faculty of Science and Technology

A doctoral student is admitted to a doctoral programme in a doctoral subject/specialisation.

The principle supervisor, in consultation with the professor responsible for doctoral education (or assistant such) are responsible for preparation of the admission basis document ahead of admission.

Admission of doctoral students funded by means of full-time doctoral studentship at Uppsala University is delegated to the head of department, provided that the qualifications are based on academic merits (7 Chapter 39 § point 1 and 2 HE Ordinance, refer to UU’s Admission Regulations 2 §). Admission of doctoral students with general entry requirements partly or in full based on non-academic qualifications (7 Chapter 39 § point 3, refer to UU’s Admission Regulations §2) is not delegated and is decided on by the Doctoral education board. Admission shall be made on a competitive basis following open advertisement of a doctoral place, with the exception of that which is specified in Chapter 7, § 37 of the HE Ordinance. The advertisement shall be made available locally and on the University’s website at least three weeks before the application deadline and should be given appropriate national and international dissemination (1 § of UU’s Admission Regulations). Admission to the later part of the doctoral programme with employment as a doctoral student may also be delegated to the head of department in certain cases; refer to the section Admission to a later part. For change of doctoral subject within Uppsala University; refer to section Change of Doctoral Subject.

The Doctoral Education Board decides on admission of doctoral student in the following cases:

• Admission with the aim of completing a licentiate degree. Admission towards licentiate degree is mainly used for capacity building at foreign universities (e.g. SIDA-funded doctoral student) or merit in industry (industrial doctoral student). At the Faculty, only places towards the doctoral degree are advertised. Admission of doctoral students working towards a licentiate degree with employment at Uppsala University is only possible in cases where the candidate wishes to do so.
• Admission of doctoral students with part-time employment. It is possible to employ doctoral students on a part-time basis, if the doctoral student so requests, but this must be at least 50% of full-time.
• Admission where the qualifications partly or in full are based on HE Ordinance 7 Chapter 39 § point 3, and the applicant invokes non-academic qualifications (UU’s Admission Regulations 2§)

The Doctoral Education Board also decides on admission of doctoral students funded by other means than of full-time doctoral studentship at Uppsala University, such as:

• Admission with scholarship funding where agreements are in place or where the Faculty Board has decided that agreements are not needed and admission of a doctoral student with funding through an EU project or another project “equivalent in nature” that falls within the scope of the exemption from scholarship funding under Chapter 5, § 4a of the HE Ordinance (e.g. Marie Skłodowska Curie scholarships and CERN-doctoral students).
• Admission of SIDA-funded doctoral students via the International Science Programme.
• Admission of doctoral students employed by other higher education institutions, public authorities, or industry (industrial doctoral students). An approved agreement, signed by the department (head of department) must be in place before admission.
• Admission of doctoral students with other employment who plan to complete the doctoral programme within the framework of their regular employment at the higher education institution, with a planned activity of at least 50%.

The Faculty Board’s Working Committee decides, after preparation by the Doctoral Education Board, upon:

• Admission with scholarship funding where an agreement must be entered with the scholarship organization.
• Admission to a joint doctoral programme, i.e. a programme planned and carried out by two or more higher education institutions in close cooperation. The doctoral student is admitted and registered at all the higher education institutions that will award the degree. A joint programme may lead to a double degree (a degree is awarded from each of the contributing institutions after the training has been completed based on the requirements of the respective institution's (general) curriculum) or a joint degree (a degree is awarded from one of the participating universities after the training has been completed according to a jointly defined (general) study plan). The faculty only enters into joint degree agreements in cases where there are well-established collaborations with a doctoral student volume corresponding to a doctoral education subject/specialization at the faculty. The following three requirements must be fulfilled for this type of admission:
  • A draft of an agreement that has been prepared and approved* by the faculty office must be in place before the call for joint doctoral studies.
  • An agreement that has been signed by all parties must be in place before admission to education at Uppsala University. For Uppsala University, the agreement is signed by the Vice-rector.
  • The planned period of study at Uppsala University must be at least 12 months.
    
    The agreement must specify the form of degree certificate to be issued upon completion and passing of the programme. If the programme is to lead to a joint degree certificate, the agreement must also state which university will administer its issuing. For further instructions, refer to UFV 2018/681.
    
    *The approval means that the parties can use the draft of agreement as a base for the announcement of a doctoral study place. Decision to conclude the agreement is taken by Vice-rector before admission to doctoral education.

Admission to a later part

Assessment of credit transfer and decisions on admission to the later part of doctoral studies are delegated to the department (head of department) if the intended period of study is longer than two years for the doctoral degree and one year for the licentiate degree, and if the candidate has been admitted to a Swedish higher education institution or intends to transfer credits from an institution in Denmark, Finland, Iceland or Norway or from an institution that is a party to the Council of Europe Convention of 11 April 1997 on the Recognition of Qualifications concerning Higher Education in the European Region.

The Faculty Education Board makes decisions on credit transfer and admission to a later part of a doctoral programme (after preparation by the department) if

• the intended period of study is shorter than two years for the doctoral degree and one year for the licentiate degree,
• or if the candidate intends to transfer credits for a programme at an institution outside of Sweden, Denmark, Finland, Iceland or Norway or at an institution that is not a party to the Council of Europe Convention of 11 April 1997 on the Recognition of Qualifications concerning Higher Education in the European Region,
• or intends to seek credit for professional experience.

A transcript for the part of the programme completed and documentation of the assessment of credit transfer must be attached to the application for admission to the doctoral programme. The FUAP must certify that the part credited is relevant to the doctoral subject/specialisation to which the candidate is to be admitted. The extent of the time credited and the part of the programme completed must be stated in the individual study plan.

Change of doctoral subject

The Faculty Board has delegated to the head of department, upon application by the doctoral student, the authority to decide on a change of doctoral subject/specialisation within Uppsala University for doctoral students with full-time doctoral studentship.

4. General study syllabus

Uppsala University

Rules on the general syllabus are provided in the HE Ordinance:

Chapter 6, Section 26: For each subject in which third-cycle courses or study programmesare offered a general study syllabus is required.

Chapter 6, Section 27: A general study syllabus shall indicate the following: the maincontent of the study programme, specific entry requirements and any other regulations required.
(Quotations from the Swedish HE Ordinance are taken from the translation on the website of the Swedish Council for HE (www.uhr.se), with minor adaptations. In these guidelines, the term ‘doctoral studies’ is used where the translation of the HE Ordinance has ‘third-cycle courses and study programmes’.)

The disciplinary domain/faculty board decides in which subjects to arrange doctoral studies. For each of these subjects, there must be a general syllabus indicating the main content of the programme, specific entry requirements and any other regulations required. The general syllabi must be approved by a disciplinary domain/faculty board or equivalent body responsible for doctoral studies. The syllabus must state, among other things, which criteria will be applied when assessing the ability to benefit from the studies, the relationship between the thesis part and the course part of the programme, the possibility to take a licentiate degree and the requirements for each degree.

The general syllabus must also be available in English, unless this is manifestly unnecessary.

Faculty of Science and Technology

Each doctoral subject and any associated specialisation at the Faculty has a general study syllabus that consists of faculty-common parts and subject-specific parts. The subject-specific parts specify course requirements and the scope of the course component. The course component of the doctoral programme leading to a doctoral degree shall comprise 40–120 credits. The course component of the doctoral programme leading to a licentiate degree shall comprise 20–60 credits. A course in research ethics, with a minimum of 2 credits and content equivalent to the courses provided by the Faculty, shall be included for the licentiate and doctoral degrees. In cases where a doctoral student wishes to transfer credit for a course other than those offered by the Faculty, the request for transfer of credit is sent to the Doctoral Education Board, which decides on the transfer of credit for a compulsory course in research ethics.

5. Individual study plan

Uppsala University

The HE Ordinance states as follows concerning the individual study plan:

Chapter 6, Section 29: An individual study plan shall be drawn up for each doctoral student. This plan shall contain the undertakings made by the doctoral student and the higher education institution and a timetable for the doctoral student's study programme. The plan shall be adopted after consultation with the doctoral student and his or her supervisors.

The individual study plan shall be reviewed regularly and amended by the higher education institution to the extent required after consultation with the doctoral student and his or her supervisors. The period of study may only be extended if there are special grounds for doing so. Such grounds may comprise leave of absence because of illness, leave of absence for service in the defence forces or an elected position in a trade union or student organisation, or parental leave.

The mutual rights and obligations existing between a department and a doctoral student as regards education are stated in the individual study plan. Other obligations and rights, regarding employment for example, are regulated by other means. At Uppsala University, individual study plans must at a minimum contain information regarding:

1. The intended degree (doctorate, licentiate or both). A special explanatory statement is required for admission to studies concluding with a licentiate degree.
2. The timetable for the doctoral student’s studies. The plan should contain a general plan for each year and an estimated date for defence of the thesis. The plan should indicate the courses planned. It is particularly important that the plan is formulated so as to give a good description of the expected thesis work, including monitorable/interim goals with set dates for achieving them.
3. The funding plan for the entire effective period of study. When funding other than employment as a doctoral student (a doctoral studentship) finances the studies, the special considerations made in the process of admission must be attached to the individual study plan as well as the agreement with the funding provider, where relevant.
4. Planned teaching and other departmental duties.
5. The organisation of supervision, specifying both scope and formats, as well as the undertakings of the different parties to ensure effective supervision.
6. If any other special conditions apply to the studies, these must be stated.

The study plan must be approved by the head of department or another person in a position of responsibility after consultation with the supervisor and the doctoral student. The individual study plan is an active document in which both deviations from the planand intermediate targets reached are documented on an ongoing basis. If targets are not achieved, this is to be stated in the study plan together with reasons for this and measures planned to remedy the situation. The head of department or equivalent is responsible for follow-up of the study plan at least once a year and revision of the plan if necessary in accordance with the procedures established by the disciplinary domain/faculty board or equivalent body with responsibility for doctoral studies. If there is reason to foresee particular difficulties, more frequent follow-up and alternative approaches should be considered.

Doctoral students who teach should take a course in teaching and learning in higher education. This can either be a for-credit component of the individual study plan or take place within the framework of the doctoral student’s departmental duties.

Faculty of Science and Technology

The individual study plan is an important tool for planning and follow-up, but also represents a written agreement on mutual expectations between the doctoral student and the supervisor, as well as the respective commitments of the parties. The approved study plan template should be used. The individual study plan shall include planning and monitoring of studies based on the degree objectives in the HE Ordinance.

The professor responsible for the doctoral education or the assistant such establishes the individual study plan. A first individual study plan shall be established at least three months after the doctoral student has started the education.

The individual study plans must be revised at least annually in collaboration between the doctoral student and the principal supervisor. The FUAP, or the assistant FUAP, ensures that the annual revision takes place. The revision shall be preceded by a meeting where the doctoral student’s progress in relation to the degree objectives and previous plan are followed up, as well as planning for further studies. If significant deviations from the previous plan are identified, this must be investigated, justified and documented. The study plan is then approved by the head of department. The department shall ensure that doctoral students are offered at least one career discussion, guiding the doctoral student in both academic and non-academic career paths, within the total duration of their studies. The discussion is documented in the ISP.

If difficulties in following the individual study plan are identified, more frequent revision of the individual study plan shall take place in order to find a solution. The head of department then approves the study plan.

It is desirable for the revision to take place in discussions involving the participation of someone other than the supervisor (a third party), such as the FUAP, the department’s director of doctoral studies, and/or a doctoral colleague.

All individual study plans shall be registered and made available at the department. The departments shall report the annual audit of individual study plans to the Faculty.

Teacher training for higher education, lasting 5 weeks, is equivalent to 7.5 credits at the Faculty, and may be included in the doctoral programme.

Basic Swedish language training for doctoral students who do not have Swedish as their first language may be a credit-bearing course element or take place within the framework of the doctoral student’s departmental duties.

6. Funding for studies

Uppsala University

Funding for studies is regulated in the HE Ordinance and in section 4 of Uppsala University’s Admission and Grading Regulations. The HE Ordinance states as follows:

Chapter 5, Section 3: Only those who are or have been admitted to third-cycle courses and study programmes at a higher education institution may be appointed to doctoral studentships.

Chapter 5, Section 3a: A doctoral studentship shall be a full-time post. If a third-cycle student so requests, the appointment may be a part-time post but for no less than 50 per cent of a full-time post.

Chapter 7, Section 36: A higher education institution may admit applicants to third-cycle courses and study programmes who are appointed to doctoral studentships. The higher education institution may also admit applicants who have some other form of funding for their studies if it assesses that

1. funding can be guaranteed during the entire period of study, and
2. the applicant can devote enough time to their studies to enable their completion within four years in the case of a licentiate degree or a licentiate degree in the fine, applied and performing arts or eight years in the case of a PhD or a doctorate in the fine, applied and performing arts.

For an applicant funded by a scholarship, funding pursuant to point 1 of the first paragraph is regarded as guaranteed if the level of the scholarship is equivalent to the pay level for doctoral students regulated by a Swedish collective agreement or standard practice in the profession, after deductions for preliminary tax at source according to the tax table equivalent to the average tax rate for municipalities and regions and which is annually published by Statistics Sweden. If the applicant will alternate staying in Sweden and another country, the requirement for the level of the scholarship only applies to the time the applicant intends to stay in Sweden.

A disciplinary domain/faculty board that has been assigned overall responsibility for doctoral studies in an area has overall responsibility for the doctoral student for the entire period of their education as regards guaranteeing funding, supervision and other resources for their entire effective period of study. Any delegation of this responsibility to another body must be explicit and must not be made to a lower level than department level.

A doctoral student will normally be employed at Uppsala University. At a minimum, the pay level must be in line with the salary scale for doctoral students at Uppsala University.

Faculty of Science and Technology

All doctoral students shall have adequate financial support throughout their studies (net study time, i.e. a maximum of 48 months for a doctoral degree, or 24 months for a licentiate degree), which is guaranteed by the department that admitted the doctoral student.

Salaries for employment as a doctoral student are determined centrally through local collective bargaining, in the form of the so-called salary scale, which indicates the salary in year 1, year 2 and year 3 and after reaching 50% and 80% of the requirements, respectively. Normally, a doctoral student reaches 50% and 80% after two years of full-time study (administratively, 400 activity percent) and about 38 months of study (640 activity percent), respectively. If there are performance-based requirements for the achievement of 50% and 80%, this should be made clear in the individual study plan. If the doctoral student is not considered to meet the 50% or 80% requirements within a reasonable time, this should be investigated and documented jointly (doctoral student and supervisor). In the event of longer delays or changes, the study plan must be adjusted in consultation with the director of doctoral studies and the head of department.

If there are special reasons, a department may apply a salary supplement to the established salary scale.

Individuals employed as a doctoral student shall primarily devote themselves to their studies. However, employed doctoral students may work to a limited extent with other educational tasks, research and administration in what is referred to as departmental duties. Before a doctoral degree has been awarded, however, duties of this kind may not comprise more than 20 percent of a full-time position (Chapter 5, § 2 of the HE Ordinance).

Doctoral students with SIDA funding (via International Science Programme), and doctoral students with Marie Skłodowska Curie scholarships are handled in a special way. See section 6b.

6.a Other funding for studies

Uppsala University

This section concerns other funding in general, such as doctoral students with scholarship funding, doctoral students employed in industry, doctoral students employed by the regional health authority, and doctoral students employed at another higher education institution. Section 6b takes up additional details relating to scholarship-based funding for studies. The admission of doctoral students with other funding presupposes careful assessment that the funding for studies can be ensured for the entire effective period of study. The right to decide on the admission of a doctoral student with funding other than employment as a doctoral student (a doctoral studentship) at Uppsala University may not be delegated to a lower level than to a joint body for a faculty/disciplinary domain that has responsibility for doctoral studies. The obligation to provide funding for the doctoral student and the obligation to make other resources for the completion of the programme available during the period of studies must be regulated in an agreement or some other document drawn up between the provider of the funding and the department at which the doctoral student will be registered. The agreement must be binding on the funding provider. The agreement should also contain guarantees that the studies will be shielded from any changes of priorities on the part of the funding provider and that time to carry out doctoral studies can be set aside in the day-to-day activities. Decisions on agreements with countries that conduct activities that pose a security threat (According to the Swedish Security Service Yearbook) can be particularly sensitive. Rules on who has authority to decide in these cases are provided in the Order of Delegation for Uppsala University.

Pay level for doctoral students with other funding

The pay level for doctoral students engaged at Uppsala University must be at least in line with the salary scale for doctoral students. The disciplinary domain/faculty board or, in the event of delegation, the department is responsible for topping up pay to the specified level if necessary.

The funding level for doctoral students engaged at another Swedish higher education institution or a foreign higher education institution/company must be in line with the level at the place concerned. The level of funding must be clear at admission. The Human Resources Division is responsible for instructions in areas concerning the practical management of top-up funding. When funding is specified in a non-Swedish currency, the exchange rate in effect on 1 January will be used to decide whether the funding is adequate for the next year. The assessment will be made once a year and will take account of any taxation of the amounts paid out.

Loss of means of support during the period of studies

If the means of support for a doctoral student with other funding should fail during their studies, the disciplinary domain/faculty board or, in the event of delegation, the department is responsible for ensuring means of support for the remaining effective period of study.

Employment of a doctoral student with other funding

If a doctoral student admitted with other funding transfers to employment as a doctoral student (a doctoral studentship), the time they have studied will be deducted so as to adhere to the effective period of study for the qualification concerned. The period of employment is only to exceed four years in the case of a licentiate and eight years in the case of a doctorate in the circumstances specified in the HE Ordinance, Chapter 5, Section 7 (see section 7).

Faculty of Science and Technology

Doctoral students can be admitted with a different form of financial support, but the department must always guarantee support throughout their period of study. The department is responsible for possible top-up funding.

6.b Funding of doctoral studies via scholarships

Uppsala University

Funding for doctoral students via scholarships is regulated in the HE Ordinance as follows:

Chapter 5, Section 4: A doctoral student funded by a scholarship shall on application be appointed to a doctoral studentship no later than the date on which according to the individual study plan there remains a period of study corresponding to three years of full-time study before the award of a PhD or a doctorate in the fine, applied and performing arts. This does not apply, however, if the vice-chancellor has decided on the withdrawal of the student’s resources pursuant to Chapter 6, Section 30.

Section 4a: A doctoral student funded by a scholarship does not need to be appointed pursuant to Section 4 if the scholarship is awarded as part of

1. an aid and capacity building programme in which scholarships are an accepted form of funding with reasonable terms and conditions and the admitting higher education institution has insight into these terms and conditions and into how the scholarship is paid, or
2. a programme funded by the European Union or other partnerships, in which scholarships with reasonable terms and conditions comprise an accepted form of funding and where requiring funding through employment would be a barrier to participation by the admitting higher education institution.

The disciplinary domain/faculty board concerned is responsible for ensuring that doctoral students funded under Chapter 5, Section 4 are informed that they are entitled, upon application to the head of department, to employment as a doctoral student when three years of effective study remain of their education. There is no time-limit for submitting such an application.

All doctoral students funded by scholarships must be informed of the differences in terms and conditions compared with a doctoral studentship, for example, with regard to access to social insurance benefits.

Uppsala University defines aid and capacity building programmes as the processes by which individuals, organisations and society as a whole raise, strengthen, adapt and maintain their capacity over time (Based on OECD/DAC, The Challenge of Capacity Development, 2006.) An aid and capacity building programme must be intended to build capacity in a country that is the category of “least developed countries” on the DAC/OECD list at the time of the doctoral student’s admission. (OECD/DAC lists the countries that are entitled to aid (Official Development Assistance, ODA). In exceptional cases, other countries may be considered if, following an assessment, the country is deemed to have no or limited doctoral training capacity.

At Uppsala University, funding via scholarships in accordance with Section 4a point 1 is permitted if 1) the scholarship organisation is based in one of these countries or 2) the scholarship organisation explicitly pursues the purpose of promoting capacity building in one of these countries.

The relevant disciplinary domain/faculty board or equivalent body with responsibility for doctoral studies is to determine which programmes and other partnerships funded by the European Union come within the scope of the exemption under Section 4a point 2. This must be documented and communicated in a clear manner.

Requirement for agreement with the scholarship provider

Admission of doctoral students funded by scholarships as described in Chapter 5, Section 4 is subject to a prior agreement between Uppsala University and the scholarship provider, guaranteeing reasonable terms and conditions for the scholarship. For this purpose, the University must be given the opportunity to examine the terms and conditions of scholarships and the conditions for their payment (see Appendix).

A decision on an agreement with a scholarship organisation may not be delegated to a level lower than the disciplinary domain/faculty board or equivalent body responsible for doctoral studies. Agreements with scholarship organisations that can support funding in more than one disciplinary domain must be University-wide.

The agreements are to be documented following established procedures so that they are readily accessible for follow-up.

In exceptional cases, if there are extraordinary reasons for doing so, a disciplinary domain/faculty board may decide to waive the requirement for an agreement with a scholarship provider when it is manifestly unnecessary because the funds involved are under Uppsala University’s own management or come from a well-established national scholarship provider with conditions that the University knows from many years of experience to be reasonable. It is not possible to waive the requirement for an agreement in the case of funding of doctoral students via scholarships pursuant to the HE Ordinance, Chapter 5, Section 4a, points 1–2.

Faculty of Science and Technology

The Faculty recommends that study funding through doctoral scholarships take place within long-term and established partnerships. An important prerequisite for a good partnership with the scholarship provider/organisation is the possibility of maintaining a dialogue regarding mutual requirements and expectations for the partnership and the doctoral students receiving funding from the scholarship provider.

The conditions for doctoral scholarship funding at the Faculty are specified below.

• In the case of scholarship funding (according to the model of 1 year of scholarship funding followed by 3 years of employment as a doctoral student) for doctoral education, the scholarship shall be used for the first year of the studies (see Chapter 5, § 4 of the HE Ordinance). Such funding shall be used restrictively at the Faculty. The funding model is only permitted if the doctoral place is advertised in open competition according to Chapter 5, § 5 of the HE Ordinance. The scholarship may not be a prerequisite for the doctoral student position. Selection among the applicants shall only be carried out with consideration given to their ability to successfully conduct their studies, in accordance with Chapter 7, § 41 of the HE Ordinance. The scholarship terms and conditions must meet the same requirements as those for scholarships that satisfy the exemption criteria specified in Chapter 5, § 4a of the HE Ordinance.
  
  Admission of a doctoral student who is funded with a scholarship as above requires an agreement. Preparation of admission is prepared in the FUN and decided on by the Faculty Board’s Working Committee. Agreement with the scholarship organisation must be available before preparation.
  
  The faculty defines Lawski as a well-established national scholarship provider with conditions that the University knows from many years of experience to be reasonable. Doctoral students with financing from this organisation can therefore take place without agreement and without announcement of the study place since the organisation has an announcement and selection process based on competitions.

• Once three years of full-time studies remain, funding through scholarships is only permitted if the scholarship satisfies the exemption criteria specified in Chapter 5, § 4a of the HE Ordinance and Uppsala University’s guidelines. At the Faculty, scholarship funding for capacity-building purposes is only accepted after review by the Faculty Board. Normally, major collaborations that promote capacity building at a university are prioritised.
  
  Admission of a doctoral student who is funded with a scholarship as above requires an agreement. Preparation of admission is prepared in the FUN and decided on by Faculty Board’s Working Committee. Agreement with the scholarship organisation must be available before preparation.
  
  According to UU’s admission regulations 1§, admission of doctoral students to an aid and capacity building programme can be exempted from the requirement of open advertisement with reference to the HE Ordinance, Chapter 7, Section 37, point 3, provided that the scholarship organisation applies and reports selection procedures.

• At the Faculty fall Marie Skłodowska Curie scholarships within the scope of the exemption regarding programs and other collaboration financed by the European Union according to Chapter 5, § 4a of the HE Ordinance.
  
  At the Faculty, CERN-funded doctoral students are also considered to fall within the scope of the exemption for scholarship-funded doctoral students in accordance with Chapter 5, § 4a, point 2 of the HE Ordinance. The agreement for scholarship-funded doctoral students working at CERN consists of the university-wide agreement to which a certificate from CERN on current funding for each doctoral student is attached upon admission.
  
  

Doctoral students with SIDA funding (via the International Science Programme, ISP) are given a living cost allowance in combination with employment at the home university and are exempt from scholarship administration.

Private scholarships, e.g. travel scholarships and national scholarships, received by doctoral students are not counted as doctoral study funding.

Requirements for agreement with scholarship provider

Depending on the subject scope of the partnership, an agreement is entered into at the university level, the faculty level or the department level. Before being signed, the agreement must be reviewed by the Faculty Office and the Legal Affairs Division. Appendix 1 specifies the general considerations to be taken into account when drafting the agreement.

The body that enters into an agreement with a scholarship provider shall endeavour to have as much influence as possible on the recruitment process if this is handled by the scholarship provider, that the conditions for the scholarship are as good as possible in terms of, for example, the amount of the scholarship, that it is possible for the doctoral student to teach at Bachelor’s (first-cycle) and Master’s (second-cycle) level and that reasonable demands are made on Uppsala University and on the doctoral students who are funded through the scholarship.

The amount of the scholarship must be stated in the agreement with the scholarship organisation (Appendix 1). At the Faculty, the amount of the scholarship shall cover the majority of the funding for a doctoral student’s studies. The scholarship shall normally cover at least 80% of the starting salary (after tax) for a doctoral student. The funding plan for the entire period of doctoral studies shall be specified at the time of admission. The funding level shall follow the doctoral student salary scale. If the scholarship amount does not correspond to net income in line with the doctoral student salary scale, additional funding shall be applied.

The Faculty’s undertakings for the doctoral education shall be specified in the agreement. Basic insurance cover for scholarship-funded doctoral students is obtained through the University’s collective insurance through Kammarkollegiet [the Legal, Financial and Administrative Services Agency]. In addition, the doctoral student shall be offered a good working environment and good conditions for carrying out their doctoral studies in accordance with the general and individual study plans. Like doctoral students with other funding, scholarship-funded doctoral students shall be entitled to leave equivalent to holidays, occupational health care and time for wellness care. If the applicant is to work alternately in Sweden and another country, the above applies during the periods when the doctoral student is working at Uppsala University.

Any return requirements shall be specified in the agreement. Requirements for scholarship-funded doctoral students to return to their home country are only reasonable at the Faculty if the purpose is capacity building for the country to which the scholarship recipient is to return. Return requirements for foreign doctoral students may not be linked to requests for repayment.

Any repayment obligation shall be specified in the agreement. A doctoral student at the Faculty may become liable to repay the scholarship to the scholarship organisation only for periods during which the doctoral student was inactive in their studies. This means that a doctoral student cannot become liable for repayment for periods during which they were active in their doctoral studies. A doctoral student who does not meet the requirements for a degree or choses to end their studies early has nonetheless been active and shall not be liable for repayment. During periods of sick leave and parental leave, a scholarship-funded doctoral student instead receives compensation from Kammarkollegiet. The agreement shall clearly state that such periods do not count as period for which repayment is required.

6.c Educational cooperation leading to a joint degree

Uppsala University

Under Chapter 6, Section 11a of the HE Ordinance, educational cooperation leading to a joint degree must be based on a written agreement governing the division of responsibilities. According to the Procedure for establishing joint doctoral programmes (UFV 2018/681), the agreement must clarify the means of support that will be used. The pay level must be at least in line with the salary scale for doctoral students for periods when the doctoral student is engaged in studies at Uppsala University. In other respects, the terms and conditions for means of support follow the guidelines that apply to other funding.

Faculty of Science and Technology

For the drafting of agreements, see section 3.

6.d Information requirements in connection with other funding

Uppsala University

The Human Resources Division is responsible for matters relating to insurance, residence permits and, where relevant, work permits. In the case of other funding, Uppsala University must make information available to prospective doctoral students about the differences in terms and conditions compared with employment as a doctoral student (a doctoral studentship).

7. Extension of funding for studies

Uppsala University

The HE Ordinance states that the total period of employment as a doctoral student may not exceed the equivalent of four years of full-time doctoral study unless there are special grounds:

Chapter 5, Section 7: Such grounds may comprise leave of absence because of illness, leave of absence for service in the defence forces or an elected position in a trade union or student organisation, or parental leave.

In cases where there are special grounds within the meaning of the HE Ordinance, an extension of employment as a doctoral student may be permitted. Types of leave other than those specified in the HE Ordinance are only to be permitted in exceptional cases. In the event of relatively long periods of planned leave, such as parental leave, arrangements must be made to help the doctoral student keep their thesis project active.

Guidelines for extending the period of employment and study for doctoral students in elected positions have been set out in a special decision of 1 February 2022 (UFV 2021/2081). These guidelines apply regardless of the type of funding.

Faculty of Science and Technology

The rules for extending the net study time at the Faculty are specified below.

Extension of the net study time due to a position of trust, which is decided by the Faculty Board, is only allowed until the date of doctoral defence. The positions of trust for doctoral students at the Faculty of Science and Technology that entitle them to an extension of their period of study are specified in a separate decision (TEKNAT 2021/201).

Extensions for parental leave shall be based on the number of days of parental leave. The Faculty Board may decide on an extension of up to three months (per child) of the net study time, in addition to parental leave, to compensate for the time it takes to start research activities after at least four months of continuous full-time parental leave. The extension, which is funded by the department, shall only be granted until the date of doctoral defence.

The application for extension due to parental leave or a position of trust must be submitted to the Faculty Board within the regular period of studies, but at the earliest 6 months before the regular period of study has been used up. The appointment will then be extended by the corresponding period of time.

Extension of the net study time for reasons other than those listed above, i.e. reasons that are outside the doctoral student’s control, are handled by the department and might be, for example, due to problems arising in connection with a move of division or department.

8. Supervision

Uppsala University

The HE Ordinance states as follows:

Chapter 6, Section 28: At least two supervisors shall be appointed for each doctoral student. One of them shall be appointed principal supervisor. Doctoral students are entitled to supervision during their studies unless the vice-chancellor has decided otherwise byvirtue of Section 30. A doctoral student who so requests shall be allowed to change supervisor.

At least one of the supervisors must have docent status and at least one of them must be an employee or adjunct employee of Uppsala University.

When supervisors are appointed, attention must be given to the issue of conflict of interest. The scope, formats and arrangement over time of supervision must be continuously updated in the individual study plan in consultation between the supervisors and the doctoral student.

The principal supervisor has primary responsibility for the doctoral student’s education, including work on the thesis.

Principal supervisors must undertake training for supervisors during their first year as supervisor at the latest, and this is also recommended for assistant supervisors. The arrangements and scope for such training are decided by the relevant disciplinary domain/faculty board or the equivalent body responsible for doctoral studies.

Supervision and other educational elements relating to research ethics in general, and to good research practice and ethical review in particular, must develop the ability of doctoral students to take responsibility for compliance with good research practice in their research. Ethical clearance must be obtained for the research conducted, as required by the Act concerning the Ethical Review of Research involving Humans (2003:460). The role of supervisor includes the overarching responsibility of the entity responsible for research for ensuring that the research is conducted in accordance with good research practice, as required by Section 5 of the Act on responsibility for good research practice and the examination of research misconduct (2019:504).

Disciplinary domain/faculty boards are responsible for ensuring that doctoral studies include the education and training in good research practice referred to above. The Vice-Chancellor specifically checks up on the provision of education and training in good research practice in doctoral studies during the annual quality dialogues with disciplinary domains.

Faculty of Science and Technology

For each doctoral student, the Faculty Board (delegated to the head of department) appoints at least two supervisors, i.e. one principal supervisor and at least one assistant supervisor, who are responsible for the doctoral student’s education according to the individual study plan. Also a first assistant supervisor shall be appointed. At least one of the supervisors shall be employed at or co-opted to Uppsala University or the Swedish Institute of Space Physics. The principal supervisor has primary responsibility for all aspects of the doctoral student’s education. Division of responsibilities between the principal supervisor and the assistant supervisor(s), as well as their roles in the education, shall be clarified in the individual study plan. Follow-up of the doctoral student’s education takes place, inter alia, through revision of the individual study plans (in consultation with the doctoral student and the FUAP).

In consultation with other supervisors and the relevant FUAP, the principal supervisor shall assess when the thesis work has progressed to the point that a date for doctoral defence or licentiate seminar can be set. The principal supervisor can suggest a faculty opponent and examining committee or a licentiate thesis reviewer to the FUAP.

The department is responsible for ensuring that supervisors in doctoral education are allocated time to carry out their supervisory duties within their regular working hours. In subjects where changes can be foreseen, e.g. due to impending retirements, doctoral students may only be admitted if continued supervision is assured. The department is also responsible for enabling supervisors to further develop their skills.

The principal supervisor shall have completed the “Supervising PhD Student” course at Uppsala University (3 weeks full-time work) or a corresponding supervisor training at another higher education institution in combination with the Faculty’s supplementary supervisor training (one full day). Assistant supervisors are recommended to undergo supervisor training (3 weeks) at the latest during their first year as a supervisor.

9. Publication of thesis

Uppsala University

Doctoral theses should be published with open access in the University’s publishing platform. To enable satisfactory review of the thesis, it should be published at least three weeks before the public defence of the thesis and 5 printed copies should also be deposited with the University Library at this time. In the case of compilation theses, the introductory chapter should be published openly in electronic form. The individual papers should also be published openly in electronic form when possible.

The period from 15 June up to and including 15 August may not be counted as part of the period of availability. Shorter periods of availability for a doctoral thesis may be granted by the dean or a supradepartmental body, but only in exceptional circumstances.

A period of availability equivalent to that for a doctoral thesis applies for a licentiate thesis before the licentiate seminar. When a student has been admitted with a licentiate degree as the final objective, the licentiate thesis should be published with open access in the University’s publishing platform.

The thesis must be published, printed and distributed so as to adhere to the effective period of study. The publication delay that may arise where patents are involved must not result in it being impossible to adhere to the normal effective period of study.

Faculty of Science and Technology

The doctoral thesis can be designed either as a monograph, i.e. a unified, coherent scientific work, or as a compilation thesis, i.e. a compilation of scientific papers with a summary of these. The thesis work must be equivalent to at least 120 credits (Chapter 6, §§ 4–5 of the HE Ordinance, and Appendix 2 of the HE Ordinance, System of Qualifications). Theses within the Faculty shall include a popular science summary that is in Swedish and at least two pages long.

The doctoral thesis must either meet the requirements for publication in an international scientific journal with independent quality review, or be a summary of scientific papers with equivalent quality requirements. If the doctoral student has co-authored a paper with another person, this may be taken into account only to the extent that the individual effort can be distinguished. This should be done through a description of the doctoral student’s contribution in the papers on which a compilation thesis is based.

If parts of the doctoral thesis have previously been published by the doctoral student in a licentiate thesis, this shall be made clear.

The compulsory number of copies of a printed doctoral thesis is 10.

The department is responsible for costs associated with the publication of the thesis, such as printing costs.

The licentiate thesis must be equivalent to at least 60 credits. The same quality requirements for constituent papers apply as for the doctoral thesis.

For a licentiate thesis, where licentiate degree is the final objective, the licentiate thesis should be published with open access in the University’s publishing platform at least three weeks before the licentiate seminar. For licentiate thesis, where the licentiate seminar is a milestone for doctoral degree, there is no requirement to publish the thesis in the University’s publishing platform, but a final electronic version in the form of a pdf file or equivalent must be available and distributed at least three weeks before the licentiate seminar to the external reviewer and the examiner. A licentiate thesis shall in both cases be available in physical form at the latest at the time of the seminar in at least four copies of which one copy shall be available at the department’s office (or equivalent), one copy to the external reviewer, one copy to the principle supervisor and one copy to the FUAP.

10. Examination and transfer of credits

Uppsala University

Regulations on grades for examinations and thesis defences are provided in section 5 of the Admission and Grading Regulations for Doctoral Studies.

Assessment takes place as described in the HE Ordinance. Disciplinary domain/faculty boards or equivalent bodies with responsibility for doctoral studies must issue supplementary provisions on assessment if necessary. The general syllabus for the subject is to describe any other provisions.

If the thesis or the doctoral student’s ability to defend the thesis has been failed at a public defence, another defence can be held provided that the thesis or the doctoral student’s ability to defend the thesis has been substantially improved.

A transfer of credits for courses may be considered either at the time of admission or later in the period of studies. Possible credit for courses must not serve as an advantage when qualifications are assessed in conjunction with admission. Any application for a credit transfer is at the initiative of the doctoral student. The scope of any credit transfer must be assessed on a course by course basis. Block credit transfers, i.e. credit for several courses at a standard rate, for example for the second year of a second-cycle (Master’s) programme, are not permitted. To ensure educational progression, an assessment must also be made of the number of credits that may be transferred relative to the original scope of the course. A credit transfer may not be linked to a demand for a shortened period of studies. The requirement of guaranteed funding for the entire effective period of studies remains intact. The disciplinary domain/faculty board decides how decisions on credit transfers are made.

In the case of admission to a later part of the programme, a credit transfer is made for previous studies.

Faculty of Science and Technology

Doctoral and licentiate degree requirements are specified in the general study syllabus for each doctoral subject/specialisation.

Examinations that form part of doctoral studies are to be graded either ‘pass’ or ‘fail’ (UU’s admission regulation 5 §).

The head of department appoints an examiner for a doctoral course. Examiner shall be a teacher at Uppsala University. The task of the examiner is only to determine grades on examinations. The principal supervisor, in consultation with the FUAP and other supervisors, decides which courses and to what extent (number of credits) the doctoral student is allowed to be credited for in their doctoral studies, and this is documented in the individual study plan. Decision on transfer of credits for courses on Bachelor’s (first-cycle) and Master's (second-cycle) level (taken during the doctoral studies) is delegated to the principal supervisor in consultant with the FUAP and other supervisors.

An assessment must be made as to whether credits can be awarded for prior studies or professional or vocational experience (completed before admission to doctoral studies) (Chapter 6, § 8 of the HE Ordinance). At the Faculty, the FUAP is responsible for the assessment.

For a joint programme with joint doctoral degree that has been developed and provided by two (or more) higher education institutions together, any elements of the programme that a doctoral student has successfully completed at another higher education institution shall be credited to the doctoral student for studies at the university without special assessment.

For a joint programme with double degree, the higher education institutions examine elements of the studies and decide on credit transfer for each individual element. (UFV 2018/681)

The examining committee decides what grade should be awarded to a doctoral thesis and shall be appointed especially for each individual thesis (see also section 11).

The grade for a licentiate thesis shall be determined by the FUAP, or another professor delegated this duty, in consultation with the principal supervisor and the external reviewer. The principal or assistant supervisor for the doctoral student may not serve as examiner (see also section 11).

11. Doctoral defence and licentiate seminar

Uppsala University

Rules on the defence of a doctoral thesis are provided in the HE Ordinance, Chapter 6, Sections 33–35, supplemented by section 5 of Uppsala University’s Admission and Grading Regulations for Doctoral Studies.

The Vice-Chancellor has decided to delegate the right to decide on the time and venue for a doctoral defence to the chair of a disciplinary domain/faculty board or an equivalent body with responsibility for doctoral studies. This decision must be announced at least three weeks before a doctoral defence. Doctoral defences and licentiate seminars may take place during the semester and during the summer recess, with the exception of the period 15 June to 15 August.

The disciplinary domain/faculty board or equivalent body with responsibility for doctoral studies decides who appoints the examining committee, external reviewer and chair of a doctoral defence.

Faculty of Science and Technology

In consultation with other supervisors and the relevant FUAP, the principal supervisor shall assess when the thesis work has progressed to the point that a date for doctoral defence or licentiate seminar can be set.

Doctoral defence

The responsibility of deciding on the time and place, and appointing a chair, examining committee and opponent (external reviewer) for the doctoral defence is delegated to the section dean. Normally, the doctoral defence will be conducted with the opponent, the examining committee members, the chair, and the respondent physically present in the room at Uppsala University. The section dean decides on any digital participation for the opponent and members of the examining committee in connection with appointment of the opponent and examining committee members. With digital participation, the committee chair is responsible for testing the technology in good time to ensure that the audio and video are of good quality before and during the doctoral defence. All decisions delegated to the section dean can be changed by the section dean.

Multiple doctoral defences may not take place simultaneously within the same section. Doctoral defence may not take place during an academic holiday.

The grade awarded to a doctoral thesis is decided by an examining committee specially appointed for each individual thesis. The examining committee is in quorum when all members are present (UU’s admission regulation §5).

The FUAP (or, by delegation, their assistant) shall, in consultation with the principal supervisor, propose a chair, opponent and examining committee to the section dean. The chair of the doctoral defence shall be a teacher at Uppsala University who has successfully defended their own thesis. The chair must not be both the supervisor/assistant supervisor and the professor responsible for the doctoral education of the doctoral student. The opponent shall normally be a professor or have professorial competence. Teachers at Uppsala University may not be appointed as opponent. The examining committee members shall, as a minimum, have associate professor competence or equivalent, unless special circumstances exist. A member may be drawn from outside the Academy, when the research experience of such a member is deemed to correspond to the research competence required for an associate professorship (docentur). There must be no conflict of interest between the doctoral student/supervisor (principle or assistant supervisor) and the opponent or any examining committee member. Co-publication in the last five years indicates a risk of conflict of interest.

For the examining committee to be valid, its composition at the time of the decision on the grade for the thesis shall consist of

• at least one member from another higher education institution/organisation
• normally, a majority of the members shall be from outside the Faculty
• normally, of either legal gender.
  
  

The examining committee must consist of three or five members. If the examining committee consists of three members, at least one substitute shall be appointed.

An appointed substitute may not participate in the examining committee’s meeting, except when the ordinary member is absent. Supervisors and the opponent have the possibility to be present at the beginning of the meeting of the examining committee. Only examining committee members have the right to be present at the final deliberations and decision. It is the responsibility of the chair of the doctoral defence to give instructions to the examining committee members.

A doctoral thesis will be awarded the grade ‘pass’ or ‘fail’. The opinion on which the majority agrees will constitute the committee’s decision. If a member of the examining committee has expressed a reservation against the decision of the majority, this is to be noted in the decision protocol or other decision document, but not on the degree certificate. The committee decides whether to give reasons for its decision. Any such explanatory statement must be attached to the decision protocol, but not to the degree certificate (UU’s admission regulation 5§). The examining committee’s decision shall be reported in a decision protocol using the form on the Faculty’s website.

The department is responsible for the costs associated with the doctoral defence, such as the opponent's fee and travel expenses for the opponent and the examining committee members.

The same requirements and guidelines shall also apply to doctoral defences at another location. Prior to doctoral defence at another location, the section dean shall submit a request to the Faculty Board.

Licentiate seminar

The licentiate seminar shall normally take place with the doctoral student, external reviewer and examiner in a physical room at Uppsala University. Any digital participation by an external reviewer shall be decided by the Faculty Board following a request from the FUAP.

The licentiate thesis shall be presented at a seminar, and a specially appointed external reviewer is responsible for the public examination. The decision on appointment of licentiate thesis reviewer is made by the FUAP in consultation with the principal supervisor. The reviewer is normally a researcher who has successfully defended their own thesis, and shall be appointed from outside the doctoral student’s research programme.

Grades for licentiate theses shall be determined by the FUAP, or another professor delegated this duty, after consultation with the principal supervisor and the external reviewer. The principal or assistant supervisor for the doctoral student may not serve as examiner. There must be no conflict of interest between the doctoral student/supervisor (principle or assistant supervisor) and the external reviewer. Co-publication in the last five years indicates a risk of conflict of interest.

The examiner’s decision shall be reported in a decision protocol using the form on the Faculty’s website.

12. Withdrawal of a doctoral student’s resources

Uppsala University

Regulations on the withdrawal of a doctoral student’s resources are given in the HE Ordinance.

Chapter 6, Section 30: If a doctoral student substantially neglects his or her undertakings in the individual study plan, the vice-chancellor shall decide that the doctoral student is no longer entitled to supervision and other study resources. Before such a decision is made, the doctoral student and the supervisors must be given an opportunity to make representations. The case shall be considered on the basis of their accounts and any other records available. The assessment shall take into account whether the higher education institution has fulfilled its own undertakings in the individual study plan. A written record of the decision shall be made, which is to include reasons for the decision. Resources may not be withdrawn for any period in which the third-cycle student holds a doctoral studentship or is receiving a doctoral grant.

If a doctoral student substantially neglects their undertakings in the individual study plan, the right to supervision and other resources for the doctoral education will be withdrawn.

Withdrawing resources requires careful assessment and must be done within the framework of a transparent decision-making process following a format decided by the responsible disciplinary domain/faculty board.

The grounds for and against withdrawing resources must be stated clearly and the case must be treated with respect and due consideration for the doctoral student’s privacy.

If such an assessment shows that the doctoral student has substantially neglected their undertakings in the individual study plan, the disciplinary domain/faculty board or equivalent body with responsibility for doctoral studies must take measures and, where appropriate, apply to the Vice-Chancellor for resources to be withdrawn.

A decision to withdraw resources is taken by the Vice-Chancellor after the matter has been processed by the disciplinary domain/faculty board or equivalent body with overall responsibility for doctoral studies.

Chapter 6, Section 31: If study resources have been withdrawn pursuant to Section 30, the doctoral student may, on application to the vice-chancellor, recover his or her entitlement to supervision and other resources. The doctoral student must then demonstrate convincingly, by presenting prospective study results of considerable quality and scope or in some other way, that he or she can fulfil his or her remaining undertakings in the individual study plan.

If a doctoral student has applied to the Vice-Chancellor to recover the right to supervision and other resources, the case is prepared by the head of department/equivalent who turns the application over to the disciplinary domain/faculty board or equivalent body with responsibility for doctoral studies together with their own opinion prior to decision by the Vice-Chancellor.

Depriving a doctoral student of the right to resources is not the same thing as deregistration. The doctoral student can continue to study, though if so, completely independently, and can still present a thesis for public defence.

Decisions to withdraw study resources from a doctoral student pursuant to Chapter 6, Section 30 and decisions that a doctoral student is not to recover these resources pursuant to Chapter 6, Section 31 may be appealed to the Higher Education Appeals Board, as provided by Chapter 12, Section 2, point 6 of the HE Ordinance.

Faculty of Science and Technology

If it is judged that the doctoral student continues to substantially neglect their undertakings in the individual study plan, despite measures taken by the department, the head of department shall draw up a request for the withdrawal of resources. The Faculty Board shall appoint a working group consisting of teacher representatives, doctoral student representative and administrative support for preparation of the case. The task of the working group is to prepare a basis for decision-making in the Faculty Board (Working Committee) in accordance with Chapter 6, § 30 of the HE Ordinance. Based on the reports and records presented, the Faculty Board shall decide to either reject or approve the request for the withdrawal of resources. If the request is approved, the Faculty Board submits a request to the Vice-Chancellor to withdraw supervision and other resources from the doctoral student.

13. Deregistration of a doctoral student

Uppsala University

A doctoral student may be deregistered at their own request. Deregistration refers to a situation where a doctoral student’s doctoral studies are discontinued. The disciplinary domain/faculty board is responsible for ensuring that a doctoral student who wishes to discontinue their studies is aware that they will have to reapply for admission in order to resume their doctoral studies.

Faculty of Science and Technology

Discontinuation is reported by the doctoral student using the designated form.

14. Application for a degree

Uppsala University

After completing doctoral studies, the doctoral student receives a degree upon application to the Student Affairs and Academic Registry Division.

Faculty of Science and Technology

Both the subject and the specialisation are listed on the degree certificate. The degree title (Teknologie/Filosofie licentiat- och doktorsexamen [“Degree of Doctor/Licentiate of Philosophy” in both cases]) shall be determined by the content of the doctoral education, and not by the doctoral student’s degree from a qualifying programme. Established degree titles are given in the general study syllabus. The degree title is decided on in connection with the appointment of the faculty opponent and examining committee. If a doctoral student wishes a degree title that differs from the title established for the doctoral subject, exemption is required from the Faculty Board (Working Committee).

Bilaga 1. Checklist for agreement on scholarship funding

Checklist for agreement on scholarship funding

The agreement must cover the following points:

• The period during which the scholarship will be paid and the total amount of funding.
• Any requirements regarding the gross total period of study.
• How scholarship payments will be made, for example, the form and frequency of payments, with a view in particular to avoiding taxation of the scholarship.
• Other benefits that may accompany the scholarship, for example reimbursement of travel expenses or other costs and insurance.
• Undertakings/obligations of the doctoral student, such as reporting or return requirements.
• Circumstances that could lead to an obligation to repay all or parts of the scholarship. A requirement for foreign doctoral students to return may not be associated with a demand for repayment. There must also be no requirement for repayment in the event of failure to achieve the degree objectives.
• That the University is not responsible for the doctoral student’s obligations in the way, for example, of reporting and return requirements or any obligation to repay the scholarship.
• That the University is not obliged to admit doctoral students if they are granted scholarships.
• That the prospective doctoral student must meet general and specific entry requirements to be admitted.
• That the doctoral student, following admission, will follow the general syllabus and individual study plan.
• Obligations falling on the University, for example, in the way of requirements to report on the doctoral student’s progress.
• Whether the scholarship provider permits an extension of the gross period of study due to teaching or other departmental duties (which may presuppose that the University covers the costs this entails).
• If the agreement is of a general nature and applies for an extended period, supplementary details on the amount of the scholarship may be given in another document that is binding on the scholarship provider. It should be made clear that, if necessary, the University will provide top-up funding for the doctoral student to bring the total net income into line with the salary scale.
• Whether the doctoral student has the right to retain the scholarship for a longer or shorter period following absence, for example because of sickness, leave of absence, parental leave or prolongation.
• The agreement must guarantee that absence because of sickness, parental leave or other factors, with the exception of the doctoral student substantially neglecting their undertakings in the individual study plan, will not lead to demands for repayment for the period of studies carried out.
• The agreement should include a description of the admissions process.