Doctoral education at IMM

IMM is coordinating two doctoral programmes and one research school.

Doctoral programme in Epidemiology

Doctoral programme in Environmental Factors and Health (EFH)

Swedish Interdisciplinary Graduate School in Register-based research - SINGS

Routines for IMM doctoral education 

Below you will find information on IMM specific routines and IMM forms for doctoral education. 

General information and forms for doctoral education is available here

Introductory information for doctoral students at IMM is available here.

Contact

Director of Doctoral Education

Professor

Ralf Morgenstern

Phone: +46-(0)8-524 875 74
Organizational unit: Biochemical toxicology
E-mail: Ralf.Morgenstern@ki.se

Office on floor 3, corridor C1

Administrators of Doctoral Education

Contact the administrators by email address doctoral@imm.ki.se 

Forms can be dropped off in the mailbox on floor 4, called "Doctoral administration" or come by our office on floor 2, corridor C3. 

Educational administrator

Åsa Lycke

Phone: +46-(0)8-524 874 94
Organizational unit: Administration
E-mail: asa.lycke@ki.se

Educational administrator

Katarina Niinisaari

Phone: +46-(0)8-524 874 29
Organizational unit: Administration
E-mail: katarina.niinisaari@ki.se

Doctoral education group 

The doctoral education group is the admissions board for doctoral students and assesses application for doctoral students. It also deals with other matters concerning doctoral education and supports development work within this area.

Members

Ralf Morgenstern, chair

Paolo Frumento

Vladimir Gogvadze

Anneli Julander

Karin Leander

Lydia Kwak

Lena Palmberg

Eva E. Skillgate

Ulrika Carlander, doctoral student

German Dario Carrasquilla Lopez, doctoral student

Anna Hedelin, doctoral student

Jenny Svedman, HR

Åsa Lycke/Katarina Niinisaari, administrator

Autumn 2016 Meetings

The meetings are at 9-11 in Orreniussalen

  • 19 October
  • 16 November
  • 14 December

Admission of doctoral students at IMM 

The KI process from recruitment to admission as doctoral student is described here

Additional information and forms are available here 

Announcement of doctoral education positions and approval before the admission procedure

Doctoral education positions are announced according to the KI guidelines.

Supervisors, who would like to announce a position should contact IMM HR. Recruitment file and IMM specific financing plan should be handed to HR who will coordinate approval before announcement of the position. In the special cases announcements are not required, the IMM specific financing plan should be handed to HR for approval before the admission procedure is started. The announcement and a short statement on the recruitment process and reason for selecting the candidate, or statement why announcement was not required should be included with the application for admission.

Assessment of eligibility (entry requirements)

The doctoral student candidate should apply for assessment of eligibility. Information and application form (form 1) is available here.

Application for admission

Together with the intended supervisor, the candidate completes the Application for admission (form 2) and Individual study plan with attachments (form 3). Forms are available here.

Please note that an SCB code for the research subject on form 2 should be filled in by the candidate/supervisor. 

The candidate hands the signed forms 1, 2, 3 with attachments as well as IMM financing plan and information on the recruitment (announcement and a short statement on the recruitment process and reason for selecting the candidate, or statement why announcement was not required) to the administrator of doctoral education and also sends them by email as one complete pdf file. This should be done at least 2 weeks before the scheduled admissions seminar at the Doctoral education group meeting. For dates for the Doctoral education group meetings, please see above.

Admissions seminar

At the admissions seminar, the candidate presents the proposed individual study plan to the Doctoral Education Group (admissions board). The seminar must contain the following elements: 

  • background, structure and aim of the research project, which is planned in the individual study plan
  • timetable
  • the learning objectives, which shall be fulfilled
  • description of how the suggested supervisors are expected to contribute to the doctoral student’s education

The seminar is held in English and should be 10 minutes long. The candidate should send the PowerPoint presentation to the Director of doctoral education by email at least 1 day before the admissions seminar. The candidate will be asked to identify her/himself with a passport or Swedish ID card at the seminar. The principal supervisor, and if possible also the co-supervisors and the mentor (if already appointed) shall be present. After the presentation the Doctoral Education Group (admissions board) will discuss the plan with the candidate and supervisor(s). The members of the Doctoral Education Group (admissions board) are presented above. The admissions seminars are announced in the IMM and KI calendar and everyone is welcome to attend.

Decision on admission

The Doctoral Education Group (admissions board) will assess the application and suggest that it will be approved, declined or that revisions are needed. In case revisions are needed the candidate should hand in the revised application with attachments to administrator of doctoral education and also sends them by email as one complete pdf file. The head of department will make a decision based on the suggestion by the Doctoral Education Group (admissions board). The candidate and supervisors will be informed by email and will receive Introductory information and copies of the signed forms. 

Annual follow-up for doctoral students at IMM

The individual study plan and the student's progress in the doctoral education must be followed-up in writing after the first and third year. After the second year a half-time review will be carried out instead. 

Submission of annual follow-up

The doctoral student should first check using “Ladok web” that all the information in Ladok is updated. “Ladok web” is available here

The signed form should be handed to the administrator for doctoral education. There is no need to attach a LADOK excerpt UT90, the study administrator will do it.

The Director of doctoral education will review the annual follow-up and sign it. The completed annual follow-up will be registered in Ladok. The doctoral student and the principal supervisor will receive by e-mail a copy of the signed annual follow-up. The doctoral student should send a copy to the co-supervisors and mentor.

Additional information for the first annual follow-up

As a complement to the supervisor, an independent person shall be appointed to act as mentor to the doctoral student within a year of the admission.

The doctoral student should in the first annual follow-up add the name of the mentor in the Annual follow-up form, section 6. “Other information or comments”, in case the mentor was not named already at the time of admission. 

During the first year of studies, all doctoral students must take part in a centrally arranged introduction. At the latest when the annual follow-up is submitted the introduction should have been completed. Information on the introduction is available here

According to the KI rules a separate meeting between the doctoral student and the Director of doctoral education is held after one year of studies. The aim is to identify any possible uncertainty, to ensure that the doctoral education is proceeding according to plan, and to establish contact between the Director of doctoral education and the doctoral student. The doctoral student will be contacted by the study administrator to set up the meeting. 

Half-time review for doctoral students at IMM

The half-time review should be carried out two years after admission or when two years of full-time doctoral education or the equivalent has been completed.

Information of the half-time review is available here

Application for half-time review

The doctoral student should first check using “Ladok web” that all the information in Ladok is updated. “Ladok web” is available here

In case something is missing, please hand in the form for form 13 (Application for credit transfer) or form 16 (Reporting of credit-bearing activities).

The doctoral student together with the principal supervisor should complete the form Application for half-time review at IMM.

The form signed by the doctoral student and the supervisor should be handed to the administrator for doctoral education at least 4 weeks before the planned half-time review.

The Director of doctoral education and the Head of the department will review and sign the application. The doctoral student and the principal supervisor will receive by e-mail a copy of the signed application. 

Room for half-time seminar and follow-up meeting

The doctoral student and supervisor should contact the administrator for doctoral education for help with booking a room for the half-time seminar and follow-up meeting.

Documents to the half-time review board

Information on documents to be sent to the half-time review board is available here 

The administrator for doctoral education will send to the doctoral student the required Ladok excerpt, copies of the individual study plan and annual follow-up. 

Announcement of the half-time review in the KI and IMM calendar

The administrator for doctoral education will announce the half-time review in the KI and IMM calendar.

Half-time review protocol

The doctoral student or supervisor should hand in the half-time review protocol signed by the half-time review board to the administrator for doctoral education, who will see to that it is reviewed by the director of doctoral education. The half-time review is thereafter registered in Ladok.

Reporting of credit-bearing activities and credit transfer at IMM

Reporting of conferences, seminars/journal clubs, research at another university and teaching

Use form 16, reporting of credit-bearing activities. Hand in the form with attachments to the administrator for doctoral education. The form is available here

Reporting of course taken outside Karolinska Institutet

Use form 13, application for credit transfer. Hand in the form with attachments to the administrator for doctoral education. The form is available here

Information on credit transfer is available here

Reporting of activity and means of support at IMM

At the end of each semester the administrator for doctoral education will contact all doctoral students and ask them to fill in the form reporting of activity and means of support. The form should be sent to the administrator. The form is avaliable here

Dissertation at IMM 

Information on the thesis defence process is available here 

Room for dissertation and examination board meeting

The doctoral student and supervisor should contact the administrator for doctoral education for help with booking rooms for the dissertation and examination board meeting.

Public defence application

The doctoral student should contact the administrator for doctoral education to receive a Ladok excerpt UT90 and copies of the half-time review protocol.

The doctoral student should make an appointment with the Director of doctoral education as well as with the Head of department (via the secretary), for the review and approval of the application.

Distribution of the thesis

The doctoral student should give copies of the thesis to the Head of department, all Heads of units at IMM, Director of doctoral education and Administrator for doctoral education.

Announcement of the dissertation in the KI and IMM calendar

The administrator for doctoral education will announce the dissertation in the KI and IMM calendar.

Reporting of activity and means of support

The doctoral student should hand in the form for reporting activity and means of support for the last semester to the administrator for doctoral education.

Travel and hotel for opponent and examination board

The supervisor should make reservations for any travel and hotel for opponent and examination board via the person responsible for travel booking at the doctoral student’s unit.

Fee for opponent

The supervisor should arrange for payment of fee for opponent and decision on tax status for opponent from abroad, via IMM HR.

Flowers and refreshments at dissertation

The supervisor should arrange for any flowers at dissertation, refreshments at examination board meeting and after dissertation via the person responsible for ordering at the doctoral student’s unit.

Transcript of public defence

The supervisor should hand in signed transcript of public defence (form 11) to the administrator for doctoral education after the dissertation. 

Change of supervisors

Use form 15 Change of supervisors

Hand in the form to the administrator for doctoral education. The Director of doctoral education and the Head of the department will review and sign the application. The form is available here