Examiner, reference group and reference person

Examiners for subject areas are appointed, upon application by the head of department, by the faculty's director of studies.

A professor can always be appointed as an examiner in his/her field of study. A docent can be appointed as examiner in his/her subject area if they have supervised at least one doctoral student to a public thesis defence. According to the Higher Education Ordinance, unpaid docents or professors emerita/emeritus cannot be appointed as examiners as they do not meet the teaching criterion. The examiner assignment must be separate from the supervisor assignment. The current list of appointed examiners is available from the Faculty Office administrator. Each department also has a list of its examiners.

An examiner is appointed for each doctoral student. Together with the supervisor and the doctoral student, the examiner prepares the literature course that the student will take and plans the doctoral courses and other credit-bearing modules that the student shall complete.

A change of examiner takes place in consultation with the head of department and decided upon by the faculty's director of studies. The application for change (form "Change of information in the application for admission to doctoral studies") should be sent to the Faculty Office. The doctoral studies administrator registers the decision in Ladok.

The examiner shall:

  • certify that the applicant for doctoral studies fulfils the requirements for both general and specific entry requirements in the subject/specialisation
  • ensure that the doctoral student has assimilated the literature course prescribed by the individual study plan and thereby acquired depth and breadth in the subject area
  • determine which courses/modules may be registered as part of the doctoral studies and award credits for courses/modules if the number of credits is not already specified
  • discuss with the supervisor and the doctoral student what the national qualitative targets mean for the individual doctoral student and how these are to be achieved
  • actively participate in the annual follow-up of the doctoral student and join the reference group
  • shall participate in the doctoral student´s mid-PhD seminar

Reference group/reference person

Doctoral students must have access to a reference group. Normally, at least two of the supervisors and at least one additional scientifically qualified teacher unrelated to the doctoral student's thesis project (reference person) should be included in the reference group. The reference group must meet with the doctoral student at a formal meeting in connection with the follow-up of the individual study plan, i.e., at least once a year.

A reference person must be documented in the individual study plan. The reference person should be an academically competent person unrelated to the thesis project, preferably from another department or faculty. The doctoral student, with the support of the principal supervisor, chooses a suitable reference person. In addition to participation in the annual follow-up, the doctoral student and the reference person may have further contact regarding work environment and career issues.

The individual study plan must be revised during the course of study and followed up at least once a year. The doctoral student and supervisor are responsible for the follow-up. The date of follow-up must be recorded in Ladok. Indicate whether follow-up has been carried out in the form of a mid-PhD seminar. The reference group must attend a formal meeting in the context of the follow-up of the individual study plan. Specific procedures are applied for follow-up through mid-PhD seminars after year 2 (see below).

Reporting activity and income

Every calendar half-year, information on study activity must be documented in Ladok. The activity is expressed as a percentage of the full-time work carried out by the doctoral student during the current calendar semester. Activity refers to the actual time devoted to studies (work on the project, courses, seminars, conferences, literature studies, article writing, etc.). The extent of research work within the framework of clinical service can be up to 25 percent if the service is relevant to the dissertation work.

Every six months, a doctoral student must also declare the funding used to finance his/her education. The information on funding refers only to the part of the doctoral student's activities related to his or her own education. Funding must be reported for all doctoral students who have 1% activity or more. This may include one or more sources of funding, but the sum of these must always be 100%.

Form: Reporting activity, funding and registration for doctoral education

Any questions regarding reporting of activity and funding should be directed to the doctoral education administrator at the department.

Lena Åminne
9/22/2022