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The PhD Programme Progression, procedure descriptions and forms

For a schematic overview of the progression, please, refer to the flowchart (red arrow in the right column). For a more detailed overview of the progression, please refer to the PhD Student Handbook for ph.d.-students and their supervisors, to be found in part B of the Quality Assurance System of the programme. If you see that a specific activity is listed, but no procedure description or form is published for it yet, please, get in touch with the administrative contact person at your home institution or the PhD Programme Coordinator for clarifications on how to proceed.

Activity	Procedure description	Form (-s)	When to use
Application for admission	please, refer to the webpage application to the programme	application for admission form	You have been hired as a PhD student and are about to apply for admission to the PhD Programme. The application can be either temporary, in order for you to be able to as soon as possible register for the compulsory courses in your educational component or final - when you are fully ready to submit your final project description. You have up to 3 months from the moment you are hired to submit your application for final admission.
PhD plan	-	PhD plan template	You are about to send your application for final admission to the Programme.
Agreement on admission to the PhD Programme	See your letter of admission for instructions.	agreement parts A and B (doc) agreement parts A, B and C (doc)	You have received an official letter confirming that you are admitted to the Programme.
Registration for courses	Because the PhD Programme in Nautical Operations is a joint effort between UiT, NTNU, HVL and USN, all its PhD students are registered in the student systems (FS) of all four cooperating institutions. Thereby, our PhD students can be considered as internal applicants to all of the PhD courses offered by UiT, USN, HVL and NTNU. Our PhD students are therefore able to register for such PhD courses through the Studentwebs of the respective institutions. Monitor the pages of the PhD courses of interest for application deadlines. Check the Programme's course catalogue here. If you wish to register for PhD courses offered at other higher education institutions in Norway or abroad, you need to carefully follow the relevant course pages with instructions and deadlines for external applicants.	-	Anytime you wish to register for courses.
Annual Progress Report for the candidate	pdf	pdf	Every year the candidate must report on the progress made, on how the professional interactions with the supervisors work and on the challenges that might be affecting the progress of the project. The deadline to report is the 1st of February of any given year, the reporting is then made for the previous year. For candidates who have been hired in Autumn of any given year, reporting for that short amount of time is optional and should be done only if there any challenges experienced at an early stage.
Annual Progress Report for the main supervisor	pdf	pdf	Every year the main supervisor must report on the progress made by the candidate and on how the professional interactions between the candidate and the entire supervisory team work. The deadline to report is the 1st of February of any given year, the reporting is then made for the previous year. For candidates who have been hired in Autumn of any given year, reporting for that short amount of time is optional and should be done only if there any challenges experienced at an early stage.
Mid-term evaluation		PhD plan template Mid-term assessment report template	In the 3rd semester (for 3-year-contracts) or in the 4th semester (for 4-year-contracts). The Programme Board has decided that mid-term evaluations will no longer be organized to coincide With the HTOI-course modules.
Application for approval of changes to the supervisory team		doc	- The professional relationship with one of your supervisors is not working as it should. - In your application for admission you only have indicated the main supervisor and were told to find other supervisors later. - In your application for admission you only have indicated supervisors from your home institutions and were told you should find supervisors from one of the cooperating institutions later.
Application for approval of changes to the educational component	Please, note that, in order to be included in the educational component, the courses must be at PhD-level.	pdf	- There have been some changes in your project and some of the elective courses you initially planned to take and got approved as part of your educational component on admission to the Programme are no longer relevant to your project. - You have found another course that is similar to the one you got approved in your educational component, but far more relevant and specific to your project.
Application for approval of individual curriculum	doc	doc	In your research field there are no existing PhD courses at any higher education institution in Norway or abroad that are relevant and necessary for your research project.
Proposal of evaluation committee and chair of defense (committee proposal)		doc	When your main supervisor proposes to the programme board members for the PhD thesis evaluation committee.
Application for final approval of the educational component		doc	In good time before you intend to submit your PhD thesis for evaluation and once you have completed all the courses that were in your original application for admission to the programme (even if the latter has been approved before, including any changes along the way).
Application for evaluation of PhD thesis		doc	When you are submitting your PhD thesis for evaluation.
Declarations of co-authorship		for situation desribed in point 1 - doc for situation described in point 2 - doc	1. If you are submitting articles as part of your application for admission and you have written those together with someone. 2. When you are submitting for evaluation your PhD thesis consisting of articles that you have written together with someone.
Subject for trial lecture			Will be given to the PhD candidate by the PhD thesis evaluation committee after the assessment of the thesis.
PhD Degree Examination result form			You can submit a print screen from your Studentweb displaying all the grades for all the subjects you have taken as part of your educational component. This is done when you submit your PhD thesis for evaluation and you cannot submit it unless you have taken and passed subjects worth in total 30 credits with at least grade 'B' or grade 'passed'.
Agreement to serve on evaluation committee and declarations of impartiality		pdf	All the members of the PhD thesis evaluation committee must fill out declarations of impartiality as part of the nomination and agreement to serve on the committee.
Application for leave of absence from PhD studies		pdf
Application for extension of the PhD contract		pdf