Division of responsibility in PhD education at HVL

Many people are involved in the educational process of each PhD candidate. Here you will find an overview of the distribution of roles.

Division of responsibility at the start-up of PhD education

Objective: The PhD candidates at HVL will receive an optimal beginning thereby laying the foundation for a successful doctoral programme.

is responsible for orienting themselves and contributing actively at the department and in the academic community; for example, take part in research groups.
is responsible for applying for admission to the PhD programme within the applicable deadline.
shall prepare a plan for the training component in consultation with their supervisor(s).
if applicable, shall make a plan for participation in research schools in consultation with their supervisor(s).
must prepare a complete project description in collaboration with their supervisor(s).
research fellows shall draw up a budget plan for the use of operating funds in collaboration with the main supervisor.
research fellows who have compulsory duties must contribute when determining the distribution and content of compulsory duties together with their supervisor (s). at HVL and the department.
shall ensure that compliance with research ethics guidelines, legislation (e.g., Privacy protection Regulations and the Health Research Act) and HVL's guidelines for handling personal data and health research data are followed.

shall introduce the candidate to relevant academic environments; internally, nationally and internationally.
the main supervisor shall coordinate the supervision in cooperation with the other co-supervisors(s).
the main supervisor shall initiate a commencing conversation about supervision with the candidate and co-supervisor(s).
shall help the PhD candidate formulate research questions and prepare an application, plan for the training component and project description.
the main supervisor shall draw up a letter of recommendation in connection with the candidate's application for admission to the PhD programme.
shall in collaboration with the candidate draw up a plan for international engagements during the term of the PhD programme.
If the research fellow has mandatory duties, the main supervisor shall contribute to determining the content and distribution of mandatory duties during the appointment period.
If the candidate is a research fellow with operating funds, the main supervisor shall contribute to the preparation of a plan with a budget for the use of the operating assets and notify the personnel manager (HR) that the research fellow can have access to operating funds
shall provide guidance in connection with the PhD candidate's application for necessary permits to use research data and help ensure that research ethics guidelines are followed and that the processing of personal data has a valid legal basis (e.g., a statement from Sikt privacy services). For health research, there must be approval from
is responsible for having and further developing his/her own academic and didactic supervision competence, including through international publication, participation in international forums, and participation in courses for supervisors.

shall ensure that the PhD candidate is part of an active and inclusive environment, academically and socially throughout the PhD period.
will receive new candidates in a professional manner in line with routines for receiving new employees and provide the necessary information to be able to work at HVL.
shall ensure that the necessary infrastructure is in place
shall determine the content and distribution of compulsory duties during the appointment period in consultation with the PhD candidate and supervisor at HVL and update the plan for compulsory duties annually
shall notify the Division of Finance that the research fellow may have access to operating funds pursuant to notification from the PhD candidate's main supervisor
shall ensure that obligations related to the collection and use of research data are fulfilled by the PhD candidate, supervisor and head of department, as well as any external party, being able to document the legal basis for the processing of personal data (including any approval from REK in health research projects), and that other relevant approvals are obtained prior to data collection when this is necessary
shall ensure that HVL's guidelines for handling personal data and health research data are complied with

will process applications for admission and thereby ensure quality in admission to the PhD programme, including that the candidate meets the admission criteria to the PhD programme and that the project description meets applicable requirements
shall appoint supervisors and ensure that they meet the requirements in the regulations
shall ensure that the training component meets applicable requirements

shall offer an onboarding information meeting to both candidate and supervisors, possibly a joint information meeting for several candidates, and provide necessary information about the PhD education
shall send an admissions letter to the candidate and ensure correct registration in FS and the digital archive
shall ensure that agreements for admission to PhD education are signed by all affected parties

Division of responsibility when implementing the PhD education

Objective: Research fellows employed at HVL and externally employed PhD candidates shall be offered good academic and social working conditions so that they can thrive and complete the PhD programme within the nominal timeframe.

is responsible for conducting research in accordance with applicable legislation and research ethics guidelines
shall participate actively in the academic community and familiarize themselves with the latest developments in their relevant field
shall publish in accordance with the traditions of the field, preferably in recognised international channels, especially if the thesis is article-based
shall participate actively in supervisor meetings and follow up agreements entered with supervisors
shall keep supervisors continuously informed of matters of importance for progress, including results from the training component
will participate actively in international conferences and in international academic environments
shall familiarise themselves with, and adhere to, study administrative rules and guidelines for semester registration, registration for courses, teaching and examinations
shall electronically submit annual progress reports
Will carry out a mid-term evaluation
must notify the PhD coordinator, academic coordinator or personnel manager if challenges arise in the PhD education
shall keep the academic coordinator for the PhD programme informed of major changes in the project and in the event of conditions that may cause delays
shall apply for an extension of the admission period and, if applicable, extra supervision hours in the PhD programme beyond the funding period, if this becomes necessary
shall keep an overview of operating assets and mandatory duties
is responsible for following HVL's guidelines for open science

the main supervisor has the main responsibility for following up the candidate's professional development and implementation in accordance with the progress plan and conducting regular supervision
the supervisors shall help ensure that the candidate is integrated into the academic environment and maintain an overview of the latest developments in the field
the supervisors shall help ensure that the candidate publishes in high-quality channels and ensure that applicable legislation and research ethics guidelines are complied with
the supervisors shall help the candidate establish contact with relevant academic communities and stimulate internationalisation in the PhD education
the main supervisor shall submit an annual progress report
the main supervisor shall propose members of the committee for the candidate's mid-term evaluation, and chair the procedures of the mid-term evaluation
the main supervisor must report any discrepancies and concerns related to the candidate's PhD education
the main supervisor shall assess and, if necessary, initiate changes in the composition of the supervision resources in consultation with the candidate. Any changes shall be approved by the programme committee
shall ensure that HVL's guidelines for open science are followed by the candidate

shall ensure that the PhD candidate disseminates his/her research in relevant academic environments
will conduct annual performance appraisals with all PhD candidates
Allocate additional supervision hours on the recommendation of the programme committee
shall ensure that mandatory duties comply with applicable rules and are organised in such a way that they do not hinder completion within the nominal time limit

will process applications for changes in the supervisor group
shall process applications for recognition of credits in the required coursework
shall appoint a committee for mid-term evaluation, based on a reasoned proposal from the main supervisor
will process applications for an extension of the admission period to the PhD programme

shall follow up annual progress reporting
will facilitate internationalisation of the doctoral degree programme
applications for mobility grants are processed at the faculty in accordance with guidelines for mobility grants
shall ensure that the mid-term evaluation is carried out in accordance with applicable regulations, and follow up as necessary
shall register and keep track of the status of the PhD candidates' educational component
shall have routines for receiving and registering nonconformities and concerns related to academic progress in the PhD programme, and process these quickly to implement necessary measures in cooperation with the department/supervisor

Division of responsibility when completing the PhD education

Objective: The PhD work shall maintain a high international standard. The thesis must contribute to developing new academic knowledge at a level that indicates that it can be published as part of the scientific literature in the field.

is responsible for all content in the doctoral work and that it meets high international standard, professional and research ethical standards and applicable legislation
is responsible for completing the doctoral work and the training component within the given time frame
shall submit an application for submission of the doctoral thesis with all attachments
shall account for their contribution to any joint work and obtain co-author declarations from all co-authors
is responsible for submitting the thesis for printing, in accordance with HVL's format and guidelines
is responsible for preparing a press release in Norwegian in accordance with HVL's guidelines
is responsible for preparing and holding a trial lecture on a given topic, as well as public defence for the PhD degree

shall ensure that the doctoral work satisfies applicable laws, regulations and quality requirements prior to submission
shall contribute to ensuring that the doctoral work can be completed within the specified time.
It is the responsibility of the main supervisor to notify the programme committee that the candidate is close to submitting his/her thesis, in order for the necessary preparations to start
the main supervisor shall propose nominees for the assessment committee and request declaration of Impartiality. We recommend that the work to nominate the assessment committee should be done in dialogue with the Head of programme who will submit the proposal to the programme committee

shall be responsible for the reception after the public defence, if relevant

is responsible for approving the thesis for assessment, upon application from the candidate
is responsible for recommending the assessment committee for the candidate, relying on a well-reasoned proposal by the main supervisor.

shall ensure that declarations of impartiality from all members of the evaluation committee are available
handles appointing the assessment committee, based on recommendation from the PhD programme committee
handles informing the candidate and the assessment committee about the current regulations for evaluation, trial lecture and public defence
handles announcing the trial lecture and public defence on HVL's website in cooperation with the Division of Communications
covers the printing costs for the specified number of theses determined by the faculty
handles conducting the trial lecture and public defence, within current regulations
is responsible for arranging the reception after the public defence, by agreement of the relevant institute
is responsible for awarding degrees and diplomas in cooperation with the Examinations Office
is responsible for following up with the candidate and main supervisor if the thesis is not approved for public defence.

Modified 28.06.24