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Staff regulations for Ph.D. candidates

This is a translation of the Norwegian regulation. If there is uncertainty about the interpretation of the various paragraphs, it is always the Norwegian regulation that is valid. Errors or deficiencies in the English translation may exist.

1. In general

The Government Personnel Regulations apply to PhD students, and they thus have full rights and obligations as other employees. The head of department is the research fellow's closest manager. Until the department's affiliation is clarified, the subject director is the research fellows' immediate superior.

2. Duty work

Fellows are normally appointed for a period of 3 or 4 years. For a 4-year scholarship, one man-year includes compulsory work within teaching, etc. (25% of total addition time).
The head of department is responsible for the content and scope of the compulsory work. A written agreement must be made between the head of department and the research fellow, which explains this, and which is updated every semester. The agreements must be approved by the principal. Each semester, the research fellow must report his / her time consumption to the head of department, who must approve the hourly accounts.
Participation in the compulsory graduate school takes precedence over compulsory work.

3. Annum

The research fellow has an annum set by the board (currently NOK 20,000 per year) for material, books, travel or the like, in connection with research work and publication thereof. The use of annum must be agreed with the head of department. Annum cannot be used for capital goods such as PC, printer, mobile phone, camera or the like, unless it is approved by the director of administration. Capital goods are the school's property and are returned when the research fellow resigns. Particularly expensive books and encyclopedias must be returned to the library.

4. Presence

Fellows usually have a duty to be present at AHO. Other workplaces for shorter or longer periods can be agreed with the head of department.
The doctoral education includes organized research education with a compulsory attendance. In order to get approval for the completion of the various modules in the graduate school, a minimum of 80% attendance within each module is required. Absence from teaching must be documented with a sick note from a doctor. This also applies to absence due to a fellow's child's illness.

5. Leave and extensions - interruptions during the PhD period

In general, a regular dialogue with the supervisor, research administration and head of department is presumed. After completing postgraduate school, compulsory progression follow-up meetings are held between the research fellow and the postgraduate education every semester until the semester in which the dissertation is submitted. Prior to these meetings, each research fellow must, in consultation with his / her supervisor, submit a progress report according to a set form. Like other employees, PhD candidates must also apply for, or alternatively report, absence.

5.1 Interruption due to statutory absence

In the event of statutory absence during the PhD period, the admission period is extended corresponding to the duration of the absence. The extension cannot include vacation and periodic work.
This will apply, for example:
  • Sick leave longer than 14 days
  • Military service
  • Maternity / paternity leave
For fathers, a two weeks' welfare leave in connection with childbirth can be included in the extension period.
Short-term absence, ie absence of less than 14 days (separate sick leave, children's illness, welfare leave, holidays) will not provide a basis for extending the PhD period.
Fellows on sick leave have the same duties and rights as other employees. Long-term sick leavers must return to work as soon as possible. This means, among other things, that a follow-up plan must be prepared within 4 weeks of sick leave. The follow-up plan shall contain an assessment of work tasks and work ability, as well as any facilitation and follow-up. After 8 weeks of sick leave, AHO convenes a dialogue meeting.

5.2 Interruption for other reasons

Other types of unpaid leave that continuously lasts one month or longer may provide a basis for granting an extended PhD period. Such leave must be applied for. The research fellow's task is first and foremost to carry out his research work and his doctorate. AHO is therefore very restrictive with leave for research fellows.

5.3 Application for an extension of the PhD period, without prior interruption / leave

Upon application, the PhD period can be extended on other grounds. Such applications are only granted in exceptional cases, and if there are very good reasons for doing so. The application must be accompanied by an account of what has been done / published and what remains of the doctoral thesis. The application can be granted where AHO, after an overall assessment, finds that the project can be completed in the extension period.

5.4. The formal application process for section 5.2. and section 5.3

  1. Application for leave and extension is sent to postmottak@aho.no well in advance of the date for any start of the leave period
  2. Personnel consultant informs the research administration supervisor and head of department for statement / recommendation
  3. The Rector grants an extension based on statements from the supervisor, the head of department and the research administration
  4. Personnel consultant prepares formal answer

6. Extra positions

AHO's guidelines for extra positions also apply to research fellows. However, it is assumed that PhD students should normally concentrate fully on the doctoral program.

7. Termination

Fellows must report on their progress in accordance with current guidelines. Failure to report progress or serious failure in progress may, when the circumstances are due to the research fellow, provide grounds for dismissal.