General rules and guidelines for the PhD programme at the Faculty of Life Sciences, University of Copenhagen
Table of content
The University of Copenhagen offers PhD programmes in the disciplines within which the University is currently conducting research, but the University of Copenhagen alone decides who is to be admitted (cf. sections 2 and 6 of the PhD order).
The decision on admission and enrolment is made by the head of the relevant faculty’s PhD school upon recommendation from the academic staff on the PhD Study Board. Enrolment is subject to written application. The decision on enrolment is based on the applicant’s documented academic qualifications, the suitability of the research project as a PhD project, how the project fits into the faculty’s academic profile and whether the necessary academic and financial resources can be made available for an academically sound completion of the programme. This does not necessarily include the pay for the PhD student as the terms and conditions of employment as such fall outside the scope of these rules. Each faculty can establish more detailed criteria. The PhD student is enrolled at the PhD school of the faculty in question and is affiliated with the department where the principal supervisor is employed. If the faculty is not organised in departments, the PhD student is affiliated with the same section or research unit as the principal supervisor.
Usually at the time of enrolment, the applicant must hold an academically relevant Danish master’s degree or be able to document equivalent qualifications, e.g. a master’s degree from a foreign university. Each faculty is free to decide whether it will grant enrolment in a PhD programme in connection with the completion of a master’s programme (integrated master’s and PhD programme). Chapter 2.2 describes the special rules that apply there to.
Special forms are used for the enrolment application. The forms are available on the website of the relevant faculty or from the faculty administration.
All applications must include a preliminary PhD plan, including the intended research project, an academic curriculum vitae (CV) including a list of any publications, a copy of the degree certificate including grades and, where possible, ECTS specification as well as an account of the financing. The copy of the degree certificate must be certified, i.e. it should be stated on each copy – accompanied by name, address and date – that the copy is identical to the original. The certification must be made by two impartial witnesses (two persons not closely related to the applicant) or by the educational institution or other public authority. Foreign degree certificates, which are not in Norwegian, Swedish, German, French or English, must usually be accompanied by a translation into Danish or English as well as an official explanation of the grading scale used, unless the relevant faculty has stipulated other requirements. See also the application forms. If the qualifying course of study is from a foreign institution, the faculty can obtain a statement from CIRIUS (www.ciriusonline.dk). If the application includes an assessment from CIRIUS, the assessment must be followed when deciding whether the foreign qualifications are generally qualifying (cf. the Danish Assessment of Foreign Qualifications Act (Lov om vurdering af udenlandske uddannelseskvalifikationer)).
A reply to the enrolment application can usually be expected within six weeks of receipt of the application. If the applicant is also applying for a scholarship, the time for assessing the scholarship application should be added thereto. (Back to table of content)
Supplementary rules and guidelines at LIFE: Enrolment at LIFE
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Assessment of the applicant’s qualifications
The application for admission must always be submitted to Study and Students’ Affairs via the department at which the principal supervisor is employed. The application must contain the information which is requested included in the assessment of the applicant’s academic qualifications. Form F1 must be used, and the following documentation must be enclosed:
a) Documentation for completed BSc and MSc study programmes, including a list of grades
b) CIRIUS assessment (only applicants with entrance qualifications acquired abroad)
c) Curriculum Vitae, including documentation for activities entitling the student to credit transfer (previous employment, completed PhD courses, published articles) and specification of references
d) IELTS test or TOEFL test
e) Draft PhD plan, cf. Chapter 2.8 (Form F2 must be used)
f) Opinion from the expert assessment committee (Form F3 must be used)
g) Summary of the principal supervisor’s interview of the applicant (Form F4 must be used)
h) Documentation that the financing basis exists.
i) Job advertisement, if any
j) Description of research activities for which credit transfer is requested, if any
k) The department’s recommendation on admission (Form F5 must be used)
Re b) The department is responsible for obtaining an assessment from CIRIUS.
Re d) Applicants whose principal language is not English must document that their oral and written English is at a level corresponding to the requirements made by the PhD study environment at LIFE. This is done by passing the IELTS test or the TOEFL test before applying for admission.
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Test |
Minimum score |
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IELTS test |
6.0 points |
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Paper-based TOEFL test |
560 points |
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Internet-based TOEFL test |
83 points |
Examption from the above language tests is granted to:
- Applicants from countries where English is the official language
- Applicants from the Nordic countries
- Applicants who can document that English was the language of instruction during their BSc or MSc study programmes Language tests older than two years are not accepted. A certified copy of the test result must be enclosed with the application.
Re f) A written opinion from an expert assessment committee must always be enclosed with the application for admission. The assessment committee is appointed by the department with which the PhD student will be affiliated, and it must be composed of a chairman and at least one member, both/all with qualifications at the level of associate professor or above. The opinion must contain a reasoned account of the applicant’s qualifications for completing the PhD programme applied for. LIFE’s assessment committee form (Form F3) must be used.
Re g) The principal supervisor must have held an interview (optionally by phone) with the applicant. A summary of the interview must be enclosed (Form F4).
Re i) In the event that the PhD scholarship has been advertised, a copy of the advertisement must be submitted with the application for admission.
Re j) If the applicant has previously conducted research activities which may form part of the PhD programme applied for and which result in a real reduction of the study period, the applicant can apply for credit transfer. This is undertaken by the principal supervisor and must be described in Form F5.
Re k) The department is responsible for assessing whether the project is in accordance with the department’s academic profile and for preparing an opinion on the project, the schedule, the course plan etc. (Form F5 must be used). The department submits the entire application, including enclosures mentioned above, and the department’s recommendation on enrolment to Study and Students’ Affairs, and the application is then considered by the head of the PhD school/PhD Study Committee at the earliest opportunity, cf. the PhD Committee’s meeting plan (see www.life.ku.dk). When the application has been approved in its entirety, it will form the basis of agreement for the signatories: the PhD student, the department, the supervisor(s), any collaboration partners and LIFE. The agreement is binding in terms of the research and study plan (the PhD plan), academic supervision and the financing plan. It is emphasised that it is a precondition for admission that the necessary resources are available to complete the PhD programme in accordance with the PhD plan. With his or her signature on Form F5, the head of department vouches for the above. (Back to table of content)
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Some of the faculties at the University of Copenhagen offer students the option of starting on their PhD programme in connection with their master’s programme, e.g. by enrolling in a 4+4 or 3+5 programme. In accordance with the PhD order, such an integrated master’s and PhD programme, must have the same scope and level as other PhD programmes (cf. section 5(2) of the PhD order).
PhD students commencing the PhD programme in connection with the master’s programme are enrolled as PhD students, but are also affiliated with the master’s programme. If the PhD programme is commenced in connection with the master’s programme, the master’s programme must generally be completed no later than two years before the expiry of the prescribed study period for the entire PhD programme.
If a PhD student withdraws from the PhD programme before completing his or her master’s programme, the student will have the opportunity to complete his or her master’s programme. (Back to table of content)
Supplementary rules and guidelines at LIFE: 4+4 curriculum at LIFE
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See Appendix 3 for more information about the 4+4 curriculum. |
When applying for enrolment, it is possible to apply for approval of well-documented, previously acquired competencies (credit transfer) such that these are considered as part of the applicant’s PhD studies.
The faculty’s PhD Study Board considers applications for credit transfer, and the board may lay down detailed rules on such credit transfer.
Supplementary rules and guidelines at LIFE: Approval of credit transfer at LIFE
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See Supplementary rules and guidelines at LIFE: Enrolment at Life under Chapter 2.1 re j) above. Approval of credit transfer is granted following an application from the principal supervisor and the academic environment with a reasoned statement of the type and scope of the activity on which the credit transfer application is based (Form F5).
Credit can also be granted for previously passed PhD courses and/or research activities of direct relevance to the project. In the event that the PhD student is granted credit, this should be stated in the PhD plan. (Back to table of content)
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The PhD study programme is usually a full-time study programme with a prescribed period of study of three years (cf. section 4 of the PhD order). However, following a motivated request it may, in special cases, be completed as a part-time programme. In connection with a request for enrolment as a part-time student, the PhD Study Board will consider the academic and study-related issues. The faculty can lay down detailed rules on part-time studies, including the transfer from a full-time to a part-time programme during the programme, but the PhD programme must always account for at least 50 per cent of the time spent, i.e. the prescribed period of part-time study cannot exceed six years (excluding any leave of absence). A request for enrolment as a part-time student may be motivated by the nature of the research project as well as by personal reasons.
Requests from PhD students employed at the University of Copenhagen must be approved by the Dean.
Decisions on enrolment as part-time students must be coordinated with an external employer.
In connection with the transfer to a part-time programme, the PhD plan must be adjusted accordingly and approved, see chapter 2.8. (Back to table of content)
Supplementary rules and guidelines at LIFE: Approval of part-time study programme at LIFE
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Application for enrolment as part-time student on the PhD programme must be submitted to Study and Students’ Affairs (Form F6 must be used). Part-time study programmes for PhD students employed at LIFE are approved by the head of the PhD school on behalf of the dean. (Back to table of content) |
The PhD Study Board must be notified of any leave of absence regulated by law in connection with childbirth/adoption/military service etc., and the PhD plan must be adjusted accordingly and approved. The remainder of this chapter does not concern leave of absence regulated by law, but only requested leave of absence.
It is possible to request leave of absence from the PhD programme for both academic and personal reasons. The leave of absence request must be in writing, motivated and must include an opinion from the student’s principal supervisor. The PhD Study Board will consider the academic and study-related issues in connection with a leave of absence request. All decisions on leave of absence will be based on an individual assessment and with due regard to the subsequent completion of the PhD programme. Leave of absence is not usually granted for more than a total of twelve months however, this does not include leave of absence regulated by law in connection with childbirth/adoption/military service etc. In connection with leave of absence, the enrolment in the PhD programme is extended accordingly.
The student has a non-student status during the leave of absence. Thus the student may not actively participate in studies during the leave of absence and is not entitled to supervision, office space etc. If accepted by all parties, the student may participate in a planned course provided that this course is of significance to the student’s PhD studies and is not expected to be offered again at a later date.
The Dean approves requests from PhD students employed at the University of Copenhagen. Decisions on leave of absence must be coordinated with an external employer.
In connection with any leave of absence, the PhD plan must be adjusted accordingly and approved, see Chapter 2.8. (Back to table of content)
Supplementary rules and guidelines at LIFE: Application for and approval of leave of absence at LIFE
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Application for leave of absence during the PhD programme must be submitted to Study and Students’ Affairs (Form F6 must be used). Leave of absence for PhD students employed at LIFE is approved by the head of the PhD school on behalf of the dean.
(Back to table of content) |
Students are usually enrolled in the PhD programme for a period of three years. PhD students delayed in their studies may submit a request for extension of enrolment period to the PhD Study Board. The request must be in writing, motivated and must include an opinion from the student’s principal supervisor.
The faculties establish the limits for extensions and part-time studies for those PhD students whose studies are extended beyond the normal study period. Any extension for part-time students can, subject to approval by the faculty, be less than 50 per cent. (Back to table of content)
Supplementary rules and guidelines at LIFE: Extension of enrolment period at LIFE
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Form S7 must be used for applications for extension of the enrolment period. The PhD Committee will place special emphasis on the reason for applying for an extension as well as the schedule for the completion.
Extension up to six months is approved by the PhD Committee. Application for extension of up to an additional six months is approved by the head of the PhD school. (Back to table of content) |
2.7 Supervision, appointment of supervisor(s) and change of supervisor(s)
The PhD programme takes place under supervision. The PhD student has the right as well as the obligation to be supervised.
For the duration of the PhD programme, every PhD student must have a principal supervisor. The principal supervisor is responsible for the entire PhD programme, which is planned in collaboration with the PhD student (cf. section 8 of the PhD order). The principal supervisor has a number of special obligations in this respect as described below in chapter 2.8. Additional supervisors may be appointed and must be qualified within the relevant field (cf. section 8(2)(1) of the PhD order).
The principal supervisor must have conducted several years of active research at academic level and must be, as a minimum, an associate professor or a senior researcher. The principal supervisor must be a researcher within the field, must be employed at the faculty in question and must have knowledge of the PhD programme.
The head of the faculty’s PhD school appoints the principal supervisor and any supplementary supervisors upon the recommendation of the superior of the person in question (usually the head of department). The PhD student may propose potential supervisors, but the head of the PhD school makes the final decision. The principal supervisor is appointed in connection with the enrolment of the PhD student.
PhD students whose research projects are mainly carried out at an institution or company outside the University should also have a supervisor from the institution or company in question.
A PhD student with a scholarship financed by the Danish Council for Technology and Innovation (industrial PhD students) must also have a supervisor who is affiliated with the company in which the PhD student is employed in addition to his/her principal supervisor. This supervisor is appointed by the head of the PhD school in consultation with the company, and must be qualified within the relevant field of research (cf. section 26 of the PhD order). See also the guidelines for the industrial PhD programme at www.fi.dk.
The PhD student may apply for a change of supervisor. The application for change of supervisor must be in writing and motivated. Following consultation with the relevant head of department, the head of the PhD school makes the decision on any change of supervisor. The supervisor must be heard in connection with a change of supervisor. In special cases, the head of the PhD school may replace the principal supervisor without any request by the PhD student. (Back to table of content)
Supplementary rules and guidelines at LIFE: Number of supervisors at LIFE
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LIFE usually requires that there are two supervisors. Form S8 must be used for any request for change of supervisor. |
Within three months of the commencement of the PhD programme, all PhD students at the University of Copenhagen must have an approved PhD plan. This also applies to PhD students having commenced their PhD programme in connection with their master’s programme.
The PhD plan must, as a minimum, contain the following (cf. section 9 of the PhD order):
- A schedule
- An agreement on the type and scope of the supervision provided
- A plan for the PhD project
- A plan for PhD courses
- A plan for participation in active research environments
- A plan for teaching activities or other types of knowledge dissemination
- Any agreements on intellectual property rights
- A financing plan (budget)
In connection with the conclusion of the agreement on the type and scope of the supervision provided, the mutual expectations of the PhD student and his or her supervisor(s) must be reconciled.
If there is an external cooperation partner, a written cooperation agreement must also be prepared which covers financial aspects, agreements on intellectual property rights and publication. The cooperation agreement must be approved by the faculty.
The principal supervisor is responsible for preparing and maintaining the PhD plan. The plan must be in writing, signed by the supervisor and the PhD student and approved by the head of the PhD school. The plan is a project management tool and should be detailed enough to form the basis for the semi-annual assessments. The plan is dynamic and must be continuously updated, e.g. in connection with major changes to the project, changes in relation to stays at other research environments/institutions, leave of absence etc. Any changes to the PhD plan must be approved. (Back to table of content)
Supplementary rules and guidelines at LIFE: PhD plan at LIFE
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The PhD plan (Form F2) at LIFE also contains information about:
9. Discipline and affiliation with research training programme
10. Affiliation with LIFE department and any partner institution 11. Title, name and departmental affiliation of supervisors (Back to table of content) |
Jeppe Berggreen Høj , - last update:15 February 2011