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LabMed procedures for admission of doctoral students

Admission of doctoral students follows procedures decided centrally at KI is followed with minor modifications important for the process at LabMed as described below.

There are four steps in the admission process:

  1. Establishment of a doctoral position (including application for a green light). The planned principal supervisor applies to create a doctoral position.
  2. Selection of a candidate. The principal supervisor is responsible for the recruitment process leading to the documented creation of a ranked short list of candidates.
  3. Admission. The selected candidate applies to be admitted to doctoral education at the department.
  4. Individual study plan. The admitted student, with assistance from the principal supervisor, submits an individual study plan (ISP).

1. Establishment of a doctoral position

An application is submitted by the planned principal supervisor as described here using the form for “Establishment of a doctoral position”.

Approval from the head of division

At LABMED an additional attachment containing a financing plan and approval from the head of division for the division where the position is to be created, must be attached to the application.

Project plan

The submitted project plan should not exceed 5 A4 pages (12pt font, incl. references) and should include Introduction, Purpose and Aims (incl. specific aims), Work plan, Ethicalconsiderations and References. The work plan should contain different study areas for each specific aim and each study area should be considered as a study area that could lead to an article for inclusion in a PhD thesis. For each study area in the work plan the materials and methods to be used should be described as well as the way in which the results are expected to answer the corresponding specific aim. The PhD student’s role in relation to internal or external collaborators should be clarified, where relevant. Ethical considerations and the need for ethical permission (in relation to potentially existing ethical permissions) should be described as well as the status of necessary applications for ethical permission.

Description of the planned research environment

The description of the planned research environment (not exceeding 1 A4 page) should describe the study environment for the project in relation to resources within the research group and more broadly in the division. The need for important resources outside the division/ department should be described. The description of study environment resources should include Physical resources (eg. Localities, equipment etc), Competence resources (eg. Senior scientists, postdocs and students with competence that will be important for the success of the project and support of the student’s learning process; also planned collaborative work) and Academic resources incl. activities that will foster the student’s learning process, such as seminar series, journal clubs, group meetings etc.

Deadline for applications

The deadline for applications, submitted to the administrator for doctoral studies (printed single-sided), is the 20th day of each month (not June).

Checklist

Upon receipt of an application an Admission Committee with faculty and doctoral student members will be created in order to evaluate the project plan, the proposed study environment and the proposed supervision team. A checklist for use in collegial evaluation and preparation of applications is available here.

"Green light"

In cases where a “green light” is required in order to apply for doctoral-student funding (eg. KID funding and some scholarships), the “green light” can be applied for separately and appended to a subsequent full application if it has been approved and funding requirements or other conditions have been fulfilled. Separate green light applications must be counter-signed by the head of division.

2. Identification of candidate

Recruitment process

The principal supervisor is responsible for the recruitment process following the procedures described here. The recruitment process must consist of documented actions to ensure that the highest ranked candidates are the applicants that are most suitable and have the best abilities for the advertised project (max 1A4 page). The suitability and abilities of the applicants should be assessed in accordance with the guidelines available here. For cases without a selection step the principal supervisor must document that the candidate is suitable and has sufficient abilities for the doctoral position.

At LabMed, the quality of the recruitment process is assured by anchoring the written documentation of the recruitment process with the Admission Committee. Required written documentation of the recruitment process and assessment of the suitability of the ranked candidates (max 1 A4 page in draft form) should be sent to each member of the Admission Committee. Committee members evaluate the documentation and communicate their response to the director of doctoral studies, who subsequently communicates with the principal supervisor. Only after agreement from the director of doctoral studies, can the result of the selection process be communicated to the applicants. A checklist to assist preparation and evaluation of recruitment documentation is available here.

3. Application for admission

When selected candidates have accepted the offer of a doctoral/ licentiate position, they must apply for admission to research education at LABMED as described here using the form that is available here. Applications should be submitted to the administrator for doctoral studies and admission decisions are made without undue delay on a continuous basis (no admission decisions during July).

Copy of identification documentation

In addition to the obligatory attachments described on the application form, a copy of identification documentation containing a photograph of the applicant (photograph page of the applicant’s passport, or of an EU identification card) must be attached.

Applicants employed by an employer outside KI

If the applicant will be employed by an employer outside KI for the duration of their studies, a letter from the employer is required that they will employ the applicant during the 4 years of their studies and that they guarantee that the applicant will be granted paid study time equivalent to 4 years fulltime study. In cases where the applicant is already admitted to a doctoral program outside KI, documentation of admittance and of the reasons for transfer to KI should be attached.

4. Individual study plan

After admission to the department and the commencement of doctoral studies, which can take place somewhat later than admission, the student and principal supervisor prepare and submit the individual study plan (ISP) as described here.

  • The ISP must be submitted to the administrator for doctoral education within 1 month of the start of studies.
  • Within 2 months of submission the proposed ISP will be presented by the newly admitted doctoral student in an open seminar organized and evaluated by the Admission Group. The principal supervisor must attend.
  • An evaluation checklist for use by the Admission Group is available here.