Apply for dissertation or licentiate at LIME

The Doctoral educational program will lead to a Doctorate degree or a Licentiate degree

Hybrid public defences, doctoral and licentiate

Public defences at KI, doctoral and licentiate, will take place on site with participants present in the room, but it is also possible to combine this with digital participation, creating a hybrid thesis defence.

Follow link below to learn about the different options that are available for hybrid thesis defences (doctoral and licentiate):

Public defence beyond the pandemic (leaving LIME webpage)

If someone from the examination board or opponent is to participate digitally, this must be reported to the Dissertation Committee (disputation@ki.se ) using form 12:1 at the earliest in connection with nailing your thesis.

Form 12:1

Application for a doctoral degree

The Doctorate degree (Swe: Medicine doktorsexamen) is the highest educational degree in Sweden. A degree from Karolinska Institutet is always expected to be of the highest international standard.

The dissertation process is protracted and time-consuming. Be prepared for between three and five months to elapse between your application to defend a thesis and the actual dissertation.

Preliminary date for dissertation 

As soon as you have a preliminary date for dissertation you need to send an e-mail to administrative officer Ingrid Smedberg at ingrid.smedberg@ki.se and prefektassistent@lime.ki.se. That is to make sure that your planned date is not already booked for another earlier planned dissertation at our department. 

Applications to defend a doctorate thesis is to be submitted to the Dissertation Committee in ways as instructed on the application form 9 (NOTE! new form as of August, 2022). Deadlines for applications to Dissertation Committee is found in link below. Two weeks before there deadline the application is to be sent to the administrative officer at LIME (see how below).

Meetings and deadlines of the Dissertation Committee (leaving LIME web page)

Recommendations for preparation of manuscripts to be included in doctoral thesis

The board for doctoral education at LIME has created recommendations for manuscripts' preparation intended for doctoral student and supervisors by the time the candidate is ready to his/her application to the Dissertation Committee. The incentive for these recommendations is as a checklist to help the doctoral student to enhance the quality of the manuscript/s to be included in doctoral thesis but that yet not have been published. The recommendations hopefully will assist both in writing the manuscript/s, and prior to preparing to submit the application for public defence or licentiate seminar.

Checklist for manuscripts

Pre-dissertation seminar

Doctoral students at LIME that are planning to have their dissertation as of January 2020 are expected to have a pre-dissertation seminar in some form (on location at KI, or by Skype). The seminar is to be announced publicly. Send an email to kommunikation@lime.ki.se as well as an email to “LIME staff” with information about the event (date, time, Zoom-link/room, name of doctoral student and supervisors, name of research plan etc). The pre-dissertation seminar is to take place no earlier than 6 months prior (or less than 3 days before) to planned dissertation. A specific protocol is to be filled out by principal supervisor at the seminar and handed in to administrative officer Ingrid Smedberg directly after the seminar.

Pre-dissertation seminar at LIME - protocol

The application, form 9

As a result of a new procedure for monitoring achievement of learning outcomes, new forms will be introduced when applying for a public defence as follows:

Those submitting their application for public defence up to and including 2024-03-14: 
use form 9 version 2022-10 as before according to instructions

Those submitting their application for public defence as of 2024-03-15:
Use form 9 version 2024-03-15 according to instructions. to instructions. This version is less extensive than before, but should be combined with a report on the doctoral student’s achievement of learning outcomes which is submitted in a separate form and constitutes part 3 of the defence application. 

Do one of the following when it comes to signing the application (doctoral student and supervisors): Each supervisor (and you) can sign the signature page and send in as pdf (make sure doctoral students name on top of all signature pages is visible on each page) OR use digital signatures approved by KI (applies only for KI employees/affiliated to KI). Make sure it is clear in the application if a person is to sign digitally (doctoral student or supervisors). 

A doctoral thesis must include at least two papers that are accepted for publication. The remaining papers can be manuscripts. The total number of papers in a doctoral thesis can vary, as long as they in total have a scope and quantity equivalent to four years of full-time doctoral education. 

Look through your Ladok-excerpt to make sure you have all necessary credits according to your general syllabus as well as enough activity percentage. There are five general syllabi for the research subject Medical Science, find your version below (dependent on your starting date as a doctoral student).

General syllabi for the subject Medical Science at KI (leaving LIME web page)

No later than two weeks prior to deadline for Dissertation Committee the application (including all attachments and signatures) is to be sent in by email to the departmental administrative officer of doctoral education Ingrid Smedberg (ingrid.smedberg@ki.se) in the following order: 

Save all documents as three pdfs:

1. the application form, 2. the attachments to the application form (except the ethics) and 3. the ethics.

NOTE! Names of people signing the application digitally needs to be in print on the application form, that includes the name of director of doctoral studies and the name of head of department. For January 2024 name of head of department is Clas Rehnberg, and after that Sabine Koch. If you have questions about this, in case of possible COI or likewise, contact Ingrid Smedberg for advise.

After approval and signing by director of doctoral education and head of department, the signed form will be sent back to you and you are responsible to send in the digital application with all signatures to the Dissertation Committee at KI (as instructed on the application form).

A few days after the meeting of Dissertation Committee, you and your supervisors will receive an e-mail notification of the decision, which can be that your application has been either approved, postponed pending complementary material or clarifications, or rejected. Forward that information to administrative officer (ingrid.smedberg@ki.se), assistant to the head of the department (prefektassistent@lime.ki.se), communications office (kommunikation@lime.ki.se) and director of doctoral education at LIME Per Palmgren (per.palmgren@ki.se).

Time to defend your thesis (leaving LIME web page)

Forms related to the public defence (leaving LIME web page)

Technical support for digital dissertation: Please read LIME checklist (far below) for more information about this. Information about this matter is also found on the KI link on top of this page (Thesis defence beyond the pandemic). 

Signing form 11 "Decision of the examination board" after the dissertation 

In the form 11 ”Decision of the examination board– public defence” it should be stated clearly if anyone has participated digitally. As written in the beginning of this page - you need to inform the dissertation committee using form 12.1 (see above) if anyone of the board, the opponent, the chair or the principal supervisor are to participate digitally.

The form 11 is sent to whoever was not physically present who then signs and returns it as a pdf or by post. The chair of the dissertation is responsible for collecting all signatures on form 11 and then to send all the signed pages (including the one with original signatures) to the administrative officer for doctoral education who will report the decision in Ladok. After that - an email will be sent to the doctoral student with information about how to apply for the degree certificate. 

Application for a licentiate degree

Application for a licentiate seminar may be done after two years' equivalent full-time doctoral study.

Preliminary date for licentiate seminar

As soon as you have a preliminary date for your licentiate seminar you need to send an e-mail to administrative officer Ingrid Smedberg at ingrid.smedberg@ki.se and prefektassistent@lime.ki.se. That is to make sure that your planned date is not already booked for another earlier planned dissertation or licentiate seminar at our department. 

Applications to have a licentiate is to be submitted to the Dissertation Committee in ways as instructed on the application form 9 (Note! New form and form number, as of August 2022). Deadlines for applications to Dissertation Committee is found in link below. Two weeks before their deadline the application is to be sent to the administrative officer at LIME (see how below).

Meetings and deadlines of the Dissertation Committee (leaving LIME web page)

Pre-licentiat seminar at LIME

Doctoral students at LIME that are planning to have their licentiate seminar as of January 2020 are expected to have a pre-licentiate seminar in some form (on location at KI, or by Skype). The seminar is to be announced publicly (by email to “LIME staff”, and on the LIME calendar) and is to take place no earlier than 6 months prior (or less than 3 days before) to planned licentiate seminar. Use the protocol below and hand it in to administrative officer directly after the seminar. Remember to state clearly who participated digitally.

Pre-dissertation seminar at LIME - protocol

The application, form 9

As a result of a new procedure for monitoring achievement of learning outcomes, new forms will be introduced when applying for a public defence as follows:

Those submitting their application for public defence up to and including 2024-03-14: 
use form 9 version 2022-10 as before according to instructions

Those submitting their application for public defence as of 2024-03-15:
Use form 9 version 2024-03-15 according to instructions. to instructions. This version is less extensive than before, but should be combined with a report on the doctoral student’s achievement of learning outcomes which is submitted in a separate form and constitutes part 3 of the defence application.

Do one of the following when it comes to signing the application (doctoral student and supervisors): Each supervisor (and you) can sign the signature page and send in as a pdf (make sure doctoral students name on top of all signature pages is visible on each page) OR use digital signatures approved by KI (applies only for KI employees/affiliated to KI). Make sure it is clear in the application if a person is to sign digitally (doctoral student or supervisors).

Look through your Ladok-excerpt to make sure you have all necessary credits according to your general syllabus as well as enough activity percentage. There are five general syllabi for the research subject Medical Science, find your version below (dependent on your starting date as a doctoral student). Below is also a link to application form. 

No later than two weeks prior to deadline for Dissertation Committee the application (including all attachments and signatures) is to be sent in by email to the departmental administrative officer of doctoral education Ingrid Smedberg (ingrid.smedberg@ki.se) in the following order: 

Save all documents as three pdfs:

1. the application form, 2. the attachments to the application form (except the ethics) and 3. the ethics.

NOTE! Names of people signing the application digitally needs to be in print on the application form, that includes the name of director of doctoral studies and the name of head of department. For January 2024 name of head of department is Clas Rehnberg, and after that Sabine Koch. If you have questions about this, in case of possible COI or likewise, contact Ingrid Smedberg for advise.

After approval and signing by director of doctoral education and head of department, the signed form will be sent back to your and you are responsible to send in the digital application with all signatures to the Dissertation Committee at KI (as instructed on the application form).

A few days after the meeting of Dissertation Committee, you and your supervisors will receive an e-mail notification of the decision, which can be that your application has been either approved, postponed pending complementary material or clarifications, or rejected. Forward that information to administrative officer (ingrid.smedberg@ki.se), assistant to the head of the department (prefektassistent@lime.ki.se), communications office (kommunikation@lime.ki.se) and director of doctoral education at LIME Per Palmgren (per.palmgren@ki.se).

General syllabi for Medical Science at KI (leaving LIME web page)

Information about the licentiate seminar application (leaving LIME page)

Forms related to licentiate seminar (leaving LIME web page)

Signing form 8 "Decision of the examination board" after the licentiate seminar

In the form 8 ”Decision of the examination board– public defence” it should be stated clearly who has participated digitally. As written in the beginning of this page - you need to inform the dissertation committee using form 12.1 (see above) if anyone of the board, the opponent, the chair or the principal supervisor are to participate digitally. The form is to be sent to whoever was not physically present who is then to sign and return it by e-mail. All signatures/pages are then to be sent to administrative officer for doctoral education THE SOONEST, who will report the decision in Ladok. After that - an email will be sent to the doctoral student with information about how to apply for the degree certificate. 

Checklist for dissertation and licentiate seminar at LIME

Generally speaking, responsibility for keeping the dissertation or licentiate seminar process moving devolves on the supervisor, and to some extent on the student. Some service is provided by the administration (check with your research group administrator), but it is up to the supervisor to keep a check on deadlines, rules and routines, forms etc.

Go through our LIME pre-dissertation checklist for information about timeline, printing, room booking, travel arrangements for opponents etc etc.

Pre-dissertation checklist at LIME, updated November 2021

 

11-01-2024