Doctoral education at IMM
IMM is coordinating two doctoral programmes and one research school.
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.
Director of Doctoral Education
Office on floor 3, corridor C1
Administrators of Doctoral Education
Contact the administrators by email address firstname.lastname@example.org
Forms can be dropped off in the mailbox on floor 4, called "Doctoral administration" or come by our office on floor 2, corridor C1.
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.
Lena Palmberg, chair
Eva E. Skillgate
Oscar Pico, doctoral student
Anna Hedelin, doctoral student
Zahra Golabkesh, doctoral student
Jenny Svedman, HR
Åsa Lycke/ Kamilla Sagrelius, administrator
The meetings are at 9-11 in Orreniussalen
- 11 April
- 13 June
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
Checklist for supervisors who would like to recruit a doctoral student at IMM
A checklist for supervisors who would like to recruit a doctoral student at IMM is available here.
"Green light" – approval of a supervisor before the start of recruitment of a new doctoral student
To get a "green light" means that the department given its approval to an intended principal supervisor to recruit a doctoral student. Intended supervisor should first complete the IMM form for green light and hand it to the administrator of doctoral has education. The administrator will inform the supervisor when the green light has been granted. A new green light must be granted for each recruitment.
Recruitment of doctoral students
Doctoral students are recruited according to the KI guidelines.
Supervisors, who would like to recruit a doctoral student and have been granted ”green light” should contact the administrator of doctoral students.The supervisor completes the IMM specific financing plan and hands it to the administrator of doctoral students.
When the financing plan and the approval to announce the doctoral position has been accepted by the head of the department, the supervisor will be informed and will be supported by HR in the recruitment process.
In special cases announcement of the doctoral position is not required since the doctoral student is to complete the doctoral studies within the framework of employment by an employer other than KI or the student already has been selected in a competitive recruitment process. In these cases the supervisor hands in a certificate from the employer or documentation how the student has been selected, respectively, to the administrator of doctoral education.
When the financing plan and the approval to establish a doctoral position without announcement has been accepted by the head of department, the supervisor will be informed.
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.
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
- 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 available 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 doctoral student should inform the administrator for doctoral education of the date for dissertation. The administrator will then 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