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Progress and mandatory seminars

NMBU’s quality assurance of the PhD education includes measures to detect lack of progress in the required coursework or in the work on the thesis, as well as deficiencies in supervision.  

Three mandatory seminars

PhD candidates at NMBU are required to hold three mandatory seminars during their PhD education (PhD Regulations § 9.1 og § 9.2). The purpose of these seminars is to ensure that PhD candidates have an opportunity to discuss academic and practical challenges related the PhD project with a broader audience than the supervisory team, and obtaim constructive feedback.

  • Start-up seminar

    The PhD candidate is expected to hold a start-up seminar within 4 months from the start date of the PhD education, before submitting the PhD contract, the education plan and the data management plan to the PhD advisors for approval. During the start-up seminar, the PhD candidate presents the project plan and seeks feedback on the project scope, design, methodology, etc. The discussion should also cover the academic, technical and practical challenges related to the project and the resources available to mitigate such challenges. The PhD candidate should also seek advice/tips on potential courses, seminars, conferences, etc., as well as a potential research stay overseas.

    Roles and responsibilities

    • The main supervisor is responsible for organizing the start-up seminar.
    • All supervisors are expected to attend the start-up seminar.
    • The PhD candidate is required to complete the form (https://nettskjema.no/a/305806) in good time before the start-up seminar takes place.
    • The main supervisor is responsible for informing the PhD advisors (phd.radgiver.vet@nmbu.no) upon successful completion of the start-up seminar.
  • Midway assessment seminar

    The midway assessment seminar, also known as the midterm evaluation, aims to provide the PhD candidate with the opportunity to practice presenting his/her research project in both written and oral forms. The project should be placed by the PhD candidate in a wider scientific context and evaluated critically from the perspective of research ethics. The midterm evaluation is also meant to motivate the PhD candidate and the supervisors to keep up their work efforts and to detect any aspects of the project in need of attention. The midway assessment seminar shall be conducted within two years after the start date of the PhD education.

    Roles and responsibilities

    • The main supervisor is responsible for organizing the midway assessment seminar.
    • All supervisors are expected to attend the start-up seminar.
    • The PhD candidate is required to complete the form (https://nettskjema.no/a/305806) in good time before the midway assessment seminar takes place.
    • The external examiner is responsible for submitting the evaluation form NMBU 2.4 Midway assessment seminar to the PhD advisors (phd.radgiver.vet@nmbu.no) upon successful completion of the midway assessment seminar.

    The evaluation entails that the PhD candidate presents his/her project in written and oral forms including a summary of progression relative to the education plan.

    • The main supervisor proposes a 2-member evaluation committee comprising an internal examiner and an external examiner to the Head of Department. One of the PhD candidate’s supervisors acts as the internal examiner. The external examiner can be a researcher at the Faculty of Veterinary Medicine but cannot be part of the PhD candidate’s project group. The external examiner should provide an independent evaluation of the status of the project based on the material presented by the PhD candidate.
    • The Head of Department approves the proposed evaluation committee.
    • The main supervisor sets a date for the midterm evaluation (oral presentation) in consultation with the Head of Department and organizes the logistics. The Head of Department is expected to attend both the presentation and the discussion afterwards.
    • The PhD candidate fills out Nettskjema (https://nettskjema.no/a/305806) in good time before the midterm evaluation takes place.
    • The PhD candidate submits a written report on the status of the project (up to 3 pages, Calibri 11, single line spacing) to the two examiners, the supervisors as well as the Head of Department one week before the midterm evaluation (oral presentation). Published work, manuscripts and abstracts must be included as attachments. The report should be based on the original project description submitted in connection with admission to the PhD program and provide comments on progression relative to the original plan. The report should end with a short plan for the last part of the PhD project.
    • The candidate holds a 30-minute oral presentation in an open forum allowing for questions and discussion following the presentation.

    Evaluation of the Midway assessment seminar

    The evaluation after the oral presentation takes place in four stages

    1. A discussion between the PhD candidate, the two examiners, the other supervisors and the Head of Department. The two examiners give the candidate feedback on both the written report and the oral presentation. The candidate in discussion with the other meeting participants raises any academic, organizational or collaborative problems which might have emerged in connection with the project.
    2. Thereafter, there should be a discussion regarding how these issues can be dealt with to ensure timely completion of the work.
    3. Right after this meeting the PhD candidate will have a chat with the Head of Department alone. This time can be used to raise any issues related to supervision that the PhD candidate thinks may need attention.
    4. The external examiner completes NMBU 2.4 Midtveisevaluering (word-skjema) and submits it to the PhD advisors (phd.radgiver.vet@nmbu.no).

    Please find more information about the Midway assessment seminar on the VET421 course page.

  • Final seminar

    The PhD candidate is expected to hold a final seminar when the writing of the PhD thesis is close to completion. During the final seminar, the PhD candidates discusses the results of the PhD project and seeks feedback on the PhD thesis. This could also serve as an opportunity to obtain tips on how to prepare for the trial lecture andthe public defense.

    Roles and responsibilities

    • The main supervisor is responsible for organizing the final seminar.
    • All supervisors are expected to attend the final seminar.
    • The PhD candidate is required to complete the form (https://nettskjema.no/a/305806) in good time before the final seminar takes place.
    • The main supervisor is responsible for informing the PhD advisors (radgiver.vet@nmbu.no) upon successful completion of the final seminar.

Annual progress report

You are required to work with your supervisors to complete the form NMBU 2.1 Progress report for PhD candidate - VET within October 1st every year. The report is reviewed by the PhD advisors as well as the Head of Department.

  • Extension of PhD contract period

    Candidates employed as a doctoral research fellow (Ph.d.-stipendiat) at NMBU

    • If you wish to make any changes to the contract period, consult your main supervisor and thereafter contact your Head of Department.
    • Head of Department and HR team evaluate your application and and make a recommentation to the employment committee at the Faculty.
    • HR team inform you and the PhD advisors about the result (to ensure the consistency between the employment relationship and the lengh of the PhD study).
    • PhD advisors register the change in the student system FS.

    Other candidates

    • If you wish to make any changes to the contract period, complete NMBU 2.2.1 Changes contract period and upload documentation of support from your main supervisor and employer (if relevant).
    • Your application is evaluated at the PhD programme committee meeting.
    • PhD advisors inform you of the result and register the change in the student system FS.
  • Changes in your supervisory group

    If you wish to make any changes to your supervisory group, you may complete the form NMBU 2.2.3 Changes supervisory group and submit it to phd.radgiver.vet@nmbu.no.