Doctoral student guide

The content and scope of the doctoral education

The doctoral education consists of taking courses, educational components, doing research and writing a thesis. Doctoral education culminates in a licentiate degree and/or in a PhD. The licentiate degree is comprised of 120 credits (two years full-time study). A PhD is awarded after the doctoral student has taken 240 credits (four years full-time study). What percentage of the education is achieved by taking courses and what percentage is achieved by writing a thesis varies from subject to subject. This information can be found in the general syllabus. The doctoral education can include compulsory courses. The course, Introductory Course for PhD Students 7.5 credits is a compulsory course at Halmstad University, regardless of subject.

Doctoral education is individual, meaning that the contents of the doctoral education are different for all doctoral students, even for those that are studying the same subject. An individual study plan must be established for each doctoral student. The study plan is to be jointly prepared by the doctoral student, their supervisor and the director of studies. The individual study plan must contain the University's and the doctoral student's commitments as well as a time plan for the student's doctoral education. Each individual study plan has to be approved by Halmstad University's Committee for Doctoral Education. The individual study plan must be followed up each year.

In order for a doctoral student to obtain a licentiate degree or PhD, he/she must have passed all courses that form part of the education under the general syllabus, as well as have finished their licentiate thesis, or doctoral thesis, which must have been orally defended and approved during a licentiate seminar or during a public defence of the doctoral thesis. If there are additional degree requirements for a specific subject, these are presented in the general syllabus. Once the doctoral student has completed the studies and wish to get a degree, he/she must apply for a degree certificate himself/herself.

Qualitative targets for licentiate degree

Outcomes

Knowledge and understanding

For a Degree of Licentiate the third-cycle student shall demonstrate knowledge and understanding in the field of research including current specialist knowledge in a limited area of this field as well as specialised knowledge of research methodology in general and the methods of the specific field of research in particular.

Competence and skills

For a Degree of Licentiate the third-cycle student shall

• demonstrate the ability to identify and formulate issues with scholarly precision critically, autonomously and creatively, and to plan and use appropriate methods to undertake a limited piece of research and other qualified tasks within predetermined time frames in order to contribute to the formation of knowledge as well as to evaluate this work
  
• demonstrate the ability in both national and international contexts to present and discuss research and research findings in speech and writing and in dialogue with the academic community and society in general, and
  
• demonstrate the skills required to participate autonomously in research and development work and to work autonomously in some other qualified capacity.
  

Judgement and approach

For a Degree of Licentiate the third-cycle student shall

• demonstrate the ability to make assessments of ethical aspects of his or her own research,
  
• demonstrate insight into the possibilities and limitations of research, its role in society and
  the responsibility of the individual for how it is used, and
  
• demonstrate the ability to identify the personal need for further knowledge and take responsibility for his or her ongoing learning.

Qualitative targets for doctoral degree

Outcomes

Knowledge and understanding

For the Degree of Doctor the third-cycle student shall

• demonstrate broad knowledge and systematic understanding of the research field as well as advanced and up-to-date specialised knowledge in a limited area of this field, and
• demonstrate familiarity with research methodology in general and the methods of the specific field of research in particular.

Competence and skills

For the Degree of Doctor the third-cycle student shall

• demonstrate the capacity for scholarly analysis and synthesis as well as to review and assess new and complex phenomena, issues and situations autonomously and critically,
• demonstrate the ability to identify and formulate issues with scholarly precision critically, autonomously and creatively, and to plan and use appropriate methods to undertake research and other qualified tasks within predetermined time frames and to review and evaluate such work,
• demonstrate through a dissertation the ability to make a significant contribution to the formation of knowledge through his or her own research,
• demonstrate the ability in both national and international contexts to present and discuss research and research findings authoritatively in speech and writing and in dialogue with the academic community and society in general,
• demonstrate the ability to identify the need for further knowledge, and
• demonstrate the capacity to contribute to social development and support the learning of others both through research and education and in some other qualified professional capacity.

Judgement and approach

For the Degree of Doctor the third-cycle student shall

demonstrate intellectual autonomy and disciplinary rectitude as well as the ability to make assessments of research ethics, and

demonstrate specialised insight into the possibilities and limitations of research, its role in society and the responsibility of the individual for how it is used.

1. Layout

A template for the insert of the thesis and instructions on how to use this template can be downloaded from Halmstad University Press.

The material must be sent to the Communication Department no later than six weeks* before the public defence / licentiate seminar (three weeks* before the dissertation / thesis must be in print format, which, in turn, is three weeks before the public defence / licentiate seminar).

Send the insert and the following information to Grahpic Designer at the Communications Department, with a copy to the relevant Communicator at the School:

• Whether it is a doctoral thesis or a licentiate thesis.
  
• The title of the thesis.
  
• Name and affiliation.
  
• Photo (personal portrait) with a short text for the back. The text is not be longer than 500 characters in the font Adobe Garamond Pro, 10 points.
  
• Optional: High resolution image for the first page. 300 dpi and jpeg-format.

A dissertation / thesis consisting of separate appendices and articles must be delivered as one document, i.e. all content must be delivered in a single document with the texts in the correct order, according to the template for the document.

NB! Please respect the six weeks deadline. For a more detailed timetable, please look at the next chapter: the Defence of a Doctoral Thesis / Licentiate Seminar.

The Graphic Designer at the Communications Department uses the compulsory layout templates designed for Halmstad's doctoral and licentiate theses, finalises the printing file, as well as contacts Halmstad University Press (publisher), who gives each dissertation / thesis the required International Standard Book Number (ISBN) and serial number.

The student is required to give his/her approval before the file is sent to the printers. No test example is printed; therefore, the file that has been approved of by the student is the one that is used for the reproduction of the dissertation / thesis. Before the file is sent to the printers, it has to be approved by Halmstad University Press (regarding the bibliographical information, page numbers etc.).

Halmstad University Press

2. Production

Production and duplication of doctoral and licentiate theses along with appendices take place through the agency of the University and within its resources. The School in which the doctoral student has carried out his/her doctoral education covers the printing costs as well as other possible production costs relating to the thesis. A minimum of 50 copies of the thesis must be printed.

If additional copies are to be printed, the student must have confirmation from the respective School concerning the decision and the cost of printing from the respective school before the order is made to the Communications Department.

The University does not pay for duplication other than by means of the cheapest form of production or in a greater size or number than that which is stated in the Guidelines for the production and distribution of doctoral and licentiate theses.

3. Distribution list

The Committee for Doctoral Education establishes the distribution list. What copies have to be sent, and to where, is pre-printed on forms which are mentioned below. If you want copies to be distributed to additional departments, this must be indicated on the form's back, and the form must be submitted together with the application for the public defence of doctoral thesis or the licentiate seminar.

Forms:

• Distribution list – doctoral thesis Pdf, 92.2 kB, opens in new window.
• Distribution list – licentiate thesis Pdf, 115 kB, opens in new window.

In accordance with Swedish law, the printing house must deliver legal deposit copies (so-called “pliktexemplar”). The University library is responsible for cataloguing the electronic legal deposit copies, in accordance with the Legal Deposit Act for Electronic Materials (2012:492).

The Campus Services department (Caretaker’s Office) distributes the doctoral thesis/licentiate thesis to those listed in the established distribution list.

4. Notification of the date of the defence of a doctoral thesis/licentiate seminar and electronic publishing

The thesis must be made public no later than three weeks before the public defence of the doctoral or before the licentiate seminar. This is done by means of the doctoral student registering the thesis in the University's publication database (DiVA), this is called ”spikning”. This also generates a receipt that the ”spikning” has been completed. There is also a notification of the date in the University calendar on the external and internal websites where the public defence of the doctoral thesis/licentiate seminar is to take place. The notification must consist of a place and time for the public defence of the doctoral thesis/licentiate seminar, the doctoral student's name, the title of the thesis, a summary of the thesis, and the name of the opponent.

At least three school weeks before the public defence of the doctoral thesis or before the licentiate seminar, the full-version of the thesis (for compilation theses, only the introductory chapter) must be available on DiVA. For compilation theses, all parts of the thesis have to be registered in DiVA before the thesis is registered and the full-version of the introductory chapter is made available.

Note: DiVA is the primary source for both doctoral/licentiate thesis and public defence of the doctoral thesis/licentiate seminars. The DiVA entries (with links to the full-versions) should always be linked when the University is communicating about the doctoral/licentiate thesis and public defence of the doctoral thesis/licentiate seminar. By promoting the DiVA publication rather than parallel publishing the thesis on other sites, you can make use of the download statistics, as well as ensure the quality of the file's integrity through the use of a checksum.

5. Publication in printed form

Doctoral/licentiate theses (including appendices and articles) are to be made available in print at Halmstad University's library at least three academic weeks before the public defence of the doctoral thesis/licentiate seminar. The Caretakers' Office is responsible for the delivery. Each School determines how the dissertation should otherwise be made available.

Halmstad University library must receive one copy of the thesis. The archive at Halmstad University shall also have one copy of the thesis.

Halmstad University Press has more information regarding the publication.

Information from Halmstad University Press

Search for the University's dissertations in LIBRIS External link.

6. External, popular communication

At least four academic weeks* before the public defence / seminar, the relevant Communicator, or the equivalent, sends a questionnaire to the doctoral student. This also occurs before some licentiate seminars.

The answers to the questions of the questionnaire must be submitted to the relevant Communicator no later than three term weeks* before the public defence. Even after the questionnaire has been filled in, the relevant Communicator may require to do an additional interview. The answers to these questions often – depending on the focus and results of the research – form the basis of a popular scientific article and usually a press statement that the Communicator formulates and publishes in the appropriate channels. In certain cases, a short amendment may be sufficient. Images and any film clips may need to be taken. 

The publication usually takes place before the seminar/public defence. The texts are always published in Swedish, and often in English too.

The notification regarding a seminar/defence is made via the University's calendar and is described in section 4. The Communications Department also publishes the information via the University's Twitter and Linkedin accounts.

To make sure the result is known to different groups in general, it is important that doctoral students, supervisors, among others, contribute in the disseminating of popular scientific material via different networks.

* Please note that ’term weeks’ implies that the weeks between spring term and autumn term are not taken into account, as well as the period around Christmas and New Year. Therefore, please take this into consideration and contact the Communications Department in good time.

Plan a date for the licentiate seminar or dissertation

When you are planning a day for a dissertation or licentiate seminar, take a look at the calendar ”Disputation och lic.seminarium (preliminär)” which is available in the calendar function in Outlook. The purpose of the calendar is for you to be able to enter preliminary dates of upcoming dissertations and licentiate seminar to avoid a clash of time. Booking of a room must be done separately, this should be done in good time, contact your principal supervisor about this.

To add the calendar:

In the Outlook client on the computer:

•  
• Go to the calendar
• Click Open Calendar
• Select From Address Book
• Select the Address Book ”Global Address List” or ”Global Calendars”
• Search for the calendar by starting to enter the name ”Disputation och …”, the calendar will then appear
• Double-click the name and
• Click OK

In Outlook on the Web:

•  Go to the calendar
• Select import calendar
• Select From directory and start typing: ”Disputation och …”
• Select the hit that appears. If no one comes up, write disputation_och_lic_seminarium_prel@hh.se

Things to consider before the public defence of doctoral thesis/licentiate seminar

Around 3–4 month before the public defence/lic. seminar

• Update the individual study plan.
  
• Fill out the distribution list for the doctoral-/licentiate thesis.
  
• Fill out the Application regarding the public defence of a doctoral thesis or Application regarding licentiate seminar.

3 months before the public defence/lic. seminar

• The application regarding the public defence/lic. seminar should be submitted in at least three months before the intended date of the public defence/lic. seminar. The application must be sent during the semester to the Committee for Doctoral Education to be processed by them. Remember that the Committee for Doctoral Education needs to be sent all the relevant documentation at least one week before they meet to consider your application, which means that all the application's appendices should be finished prior to this.
  
• When the application is being prepared, there must be a preliminary yet assessable version of the thesis available.

1–2 months before the public defence/licentiate seminar 

• The Communicator at the relevant School sends a questionnaire to the doctoral student which will be the basis for a press release and an article. Read more under ’Communication’ in the previous chapter.
  
• Submit the material for print, see previous chapter (please note 6 term weeks before the public defence/seminar *).

3 academic weeks* before the public defence/licentiate seminar

• The thesis is available in print and is being distributed in accordance with the distribution list.
  
• The doctoral-/licentiate thesis must be registered in DiVA (link). Through DiVA, the thesis' title sheet is generated in preparation of the notification of the date of the defence of a doctoral thesis (i.e. ’spikning’).
  
• When all parts of the thesis are registered in DiVA the complete version of the introductory chapter is made available. Please note that the printed and e-published edition have different ISBNs.
  
• A notification is made in the University's internal and external calendars found on the University's website. This is done by the relevant Communicator.
  
• Send the answers to the questionnaire and a high resolution photo (personal portrait) to the relevant School's Communicator. Read more under ’Communication’ in the previous chapter.

* Please note that ’term weeks’ implies that the weeks between spring term and autumn term are not taken into account, as well as the period around Christmas and New Year. Therefore, please take this into consideration and contact the Communications Department in good time.

Digital elements in the public defence of doctoral and licentiate thesis

The starting point is that the public defence of doctoral and licentiate thesis at Halmstad University is to take place with all participants on site in one of the University's premises, but digital elements may occur if there is a reason for it. The doctoral student and the chairperson of the public defence of the doctoral thesis must always be present on site. If someone in the examining committee or the opponent is to participate remotely, it must be handled in the following way:

• The Committee for Doctoral Education announces that a decision has been made regarding the public defence of doctoral or licentiate thesis. The decision is sent for information to the IT department.
• The principal supervisor contacts the IT department via the Helpdesk if someone in the examining committee or the opponent is to participate remotely. If there is a request for the public defence of doctoral or licentiate thesis to be made available digitally to spectators, this must be notified to the IT department. The IT department needs a list with the name, e-mail and role during the public defence of people who will have an active role during the public defence in order to be able to communicate various questions and do any technical tests with individual participants. ATTENTION! If at least one of the examining committee members is to participate remotely, all examining committee members need to be on the list to later receive the Zoom link.
• Suitable rooms for hybrid meetings are R4129 and R4147.
• The IT department is responsible for one or two Zoomrooms, associated equipment such as webcam and audio equipment for the Zoomroom.
• Three weeks before the public defence of doctoral or licentiate thesis, the IT department sends a Zoom link for the upcoming defence to the people on the list of participants who are participating remotely.
• The examining committee then receives from the IT department a separate Zoom link to hold a meeting via if the entire examining committee is not able to physically attend the defense and the examining committee’s meeting.
• If the public defence of doctoral or licentiate thesis is to be made available digitally, the link must also be communicated to the communications department for publication on the website and possibly other channels.

Half-time seminars and corresponding are not included in the above but are handled as regular meetings where the participants themselves and if they need to borrow equipment can get some start-up help from the IT department.

The outline of a public defence of a doctoral thesis

1. The chairman of the public defence welcomes everyone, presents the doctoral student, the opponent and the members of the examining committee. The chairman presents any relevant information regarding where the research has been carried out and whether any others have been involved. In addition, the chairman presents how the public defence will be organised.
2. The chairman gives the doctoral student the floor and invites him/her to present any eventual errata.
3. The doctoral student* presents a summary of the thesis as well as its scientific contributions during approx. 20 minutes. Alternatively, the opponent presents the thesis and compares it relatively to other research in the field. The doctoral student must then be given the opportunity to comment on the opponent's perception of the thesis.
4. The opponent discusses the thesis with the doctoral student by asking questions which enables the doctoral student to show his or her expected knowledge and ability to discuss the results. During this part of the defence other listeners may not participate in the discussion.
5. The chairman gives the members of the examining committee the opportunity to ask the doctoral student questions.
6. The chairman gives all listeners the opportunity to ask questions to the candidate and comment on the thesis.
7. The chairman formally closes the public defence.
8. The examining committee convenes and reports its decision as soon as possible.

The entire process normally takes approximately 2–3 hours.

*For the area of Health and Lifestyle, the normal case is that the opponent presents a summary of the thesis as well as its scientific contributions.

The outline of a licentiate seminar

1. The examiner welcomes everyone and then presents the doctoral student and the opponent. The examiner presents any relevant information regarding where the research has been carried out and whether any others have been involved. In addition, the examiner presents how the seminar will be organised.
2. The examiner gives the doctoral student the floor and invites him/her to present any eventual errata.
3. After presenting any eventual errata the doctoral student presents a summary of the thesis as well as its scientific contributions during approx. 30–40 minutes.
4. The opponent discusses the thesis with the doctoral student during approximately 45–60 minutes by asking questions which enables the doctoral student to show his or her expected knowledge and ability to discuss the results. Alternatively, the opponent presents the thesis and compares it relatively to other research in the field. The doctoral student must then be given the opportunity to comment on the opponent's perception of the thesis. During this part of the seminar other listeners may not participate in the discussion.
5. The examiner invites all listeners to ask the doctoral student questions and to comment on the thesis.

The entire process normally takes around 2 hours.

Degrees at doctoral level at Halmstad University

Halmstad University has the right to award the following degrees:

Licentiate degrees

• Degree of Licentiate of Philosophy in the subject Health and Lifestyle, specialisation: Disability Studies, Sports Psychology, Nursing Science,
  
• Degree of Licentiate of Philosophy in the subject Informatics,
  
• Degree of Licentiate of Science in Business and Economics, Degree of Licentiate of Philosophy or Degree of Licentiate of Engineering in the subject Innovation Sciences, specialisation: Business Administration, Industrial Management,
  
• Degree of Licentiate of Engineering in the subject Computer Science and Engineering,
  
• Degree of Licentiate of Engineering in the subject Signals and Systems Engineering
  

Doctoral degrees

• Degree of Doctor of Philosophy in the subject Health and Lifestyle, specialisation: Disability Studies, Sports Psychology, Nursing Science,
  
• Degree of Doctor of Philosophy in the subject Informatics,
  
• Degree of Doctor of Philosophy in the subject Innovation Sciences,
  specialisation: Business Administration, Industrial Management,
  
• Degree of Doctor of Philosophy in the subject Computer Science and Engineering,
  
• Degree of Doctor of Philosophy in the subject Signals and Systems Engineering

In your role as a doctoral student

• Contact your director of studies if you have questions regarding the study environment, follow-up of studies, supervision etc. For contact details go to the chapter Director of studies (doctoral education).
• Talk with your colleagues and other doctoral students. Questions that may be difficult for you to take up as an individual can be taken up as questions of principle by a group.
• Contact the Student Union at Halmstad University. The union has an ombudsman for the students whom you can contact if you feel you have been unfairly treated or if the University is not following the regulations correctly. You can read more about this at the Student Union's website. You can contact the student ombudsman at studentombud@karen.hh.se

Halmstad Student Union External link.

In your role as an employed doctoral student

• Contact your Head of Department or your Head of School if questions or problems arise with your employment as a doctoral student, or contact the School's contact person from the HR Department or your union.
  
• Contact your work environment representative at your School if you are employed at the University and you have questions regarding the work environment, conflicts, harassment or victimisation at the workplace. They are there to help you out. You will find contact information for the work environment representatives on the staffnet Insidan.