ISP manuals in Ladok

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.

"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 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.

Log in to Ladok for students

• Log in to Ladok for students using your student account: Studentwebb
• Click on "Individual Study Plan" in the right-hand menu on the start page.

Note: The ISP must have been initiated in Ladok by an administrator before you can access it in your Ladok.

Contact the administration at your department if you cannot find your ISP in Ladok.

ISP workflow

1. Use the dropdown menu to fill in the content of the ISP, from "Basic Information" and onwards. The "Timeline" tab provides a summary of information filled in in other tabs.
2. "Completed work tasks" show what has been done and who has approved previous steps in the ISP.
3. "Current work task" is where the ISP is currently at and where signing and approval take place.
4. "Upcoming work tasks" lists the next steps in the ISP.
5. "Established versions" contains previous versions of the digital ISP that have been established in Ladok.

Notifications

On the start page in Ladok for students, a notification indicates where the ISP currently is in the approval process. A new notification is created each time the ISP is moved forward (or backward) in the process in Ladok, for example, when approved or established. A notification email is also sent to the email address registered in Ladok for students.

A reminder that an ISP version needs to be established is sent out two months before the next expected establish date. The reminder appears on the start page in Ladok for students and is also sent as an email notification to the doctoral student and the main supervisor.

Fill in the ISP

The content of the ISP is entered in the tabs from "Basic Information" and onwards.

Basic information

General syllabus (2)

The administrator enters information about the general syllabus.

Milestones in third cycle studies (3)

Select a milestone from the predefined list to plan the doctoral student's education, or choose "Optional text" to enter it manually.

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.

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 the "Thesis work" tab is used depends on the respective department. Below are suggestions on what can be documented under each heading.

Summary (1)

Here, the preliminary title of the thesis and basic information about the thesis is entered and a research plan is uploaded (pdf).

Planning and follow-up (2)

In this section, planning and follow-up of activities related to the thesis work as a whole are entered, for example the work with the introductory chapter of a compilation thesis.

Part of thesis work (3)

Here, parts of the thesis work can be planned and followed up, such as an article in a compilation thesis or a chapter (select "Other") in a monograph. Each sub project will have its own page and a subheading named "Planning and follow-up," where more detailed follow-up can be done on a half-year basis.

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

Ethical considerations (4)

Any ethical considerations for 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 certified results (1)

Certified results at the doctoral level in Ladok appear here in the ISP. The results need to be sorted under the appropriate headings (2, 3, 5, 6).

Mandatory courses (2)

Planned and completed mandatory courses are documented here.

Elective courses (3)

Planned and completed elective courses are documented here.

Credit transfer / Credited education (4)

Courses completed at other higher education institutions can be credited, and these credits are displayed here.

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

Planned and completed conferences, seminars, and other credit-bearing activities are documented here.

Non credit-bearing activities (7)

Planned and completed conferences, seminars, and other activities that do not earn credits in the doctoral education are documented here.

Learning outcomes

In the "Note" field for each learning outcome, activities that contribute to achieving the goal can be entered. A learning outcome is marked as completed when it is achieved.

Timeplan

The timeplan automatically summarizes the information entered in the other tabs of the ISP. The purpose is to provide reviewers and decision-makers with an overview of the doctoral student's planning for the future. 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.

Approving the ISP

Return to the “Work flow” tab when all information is entered in the ISP. By clicking the "Approve version of the ISP", the ISP is forwarded to the supervisor in the next step. If it is a revision of the ISP, a brief description of what has been revised should be written in the message field. Once the ISP is approved by the doctoral student in Ladok, it enters the decision phase and is locked for editing. An automatic notification in Ladok and an email notification will be sent to the supervisor who will review and approve the ISP in the next step of the ISP process in Ladok.

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.