Guidelines and routines for research fellows employed at AHO

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. General guidelines

The state's personnel regulations and AHO's personnel regulations apply to research fellows with an employment contract, and they thus have full rights and obligations as other employees. The Head of Institute is the research fellow's immediate superior.
 
2. Compulsory work
Research fellows are normally appointed for a period of 3 years. In the case of a four-year appointment, one  year of compulsory teaching, etc. is included (25% of the total appointment time). The Head of Institute is responsible for the content and scope of the compulsory work. An agreement must be drawn up between the Head of Institute and the research fellow that explains this. The compulsory work follows AHO's Guidelines for the distribution of working hours for employees in teaching and research positions.
 
3. Annum
The research fellow has access to an annum (currently NOK 25,000 per year) for materials, books, travel or similar in connection with research work and its publication. Use of the annum must be agreed with the supervisor. In principle, annum cannot be used for capital goods such as PCs, printers, mobile phones, cameras or similar. If annum is to be used on capital goods, this must be approved by AHO and ordered through AHO's ordering system. Capital goods are the school's property and are returned when the scholarship holder leaves their position.

The research fellow have annum at their disposal as long as they are employed at AHO. Annum can be transferred from one year to another. Unused annum lapses at the end of the contract and any excess must be repaid at the end of the contract.

Upon application, AHO may allow the remaining annum to be used for language editing even if employment has ceased, but this will be assessed individually in each case.
 
4. Attendance
Research fellows are normally obliged to be present at AHO. Other workplaces for shorter or longer periods must be agreed with the Head of Institute

5. Leaves of absence and extensions - interruptions in the fellowship period
In general, a regular dialog with the supervisor and Head of Institute is required. The research fellow must submit annual progress reports on the progress of the project. Like other employees, scholarship holders must also apply for, or alternatively report, absence.

5.1 Interruptions due to statutory absences
In the event of statutory absence during the research fellowship period, the admission period is extended corresponding to the duration of the absence. The extension may not include holidays and intermittent work.

This will apply, for example:

• Documented sick leave (self-reporting and sick leave)

• Military service

• Maternity leave

  • Breastfeeding leave

Reference is also made to the Regulations relating to the Universities and University Colleges Act (University and University College Regulations).
 
5.2 Formal application process
The research fellow must register and apply for all absence in SAP/DFØ.

An application for an extension of the employment contract must be submitted to the Head of Institute and HR contact no earlier than 6 months before the contract expires, but no later than 3 months before the contract expires.

The HR contact is responsible for informing the PhD coordinator and the head of the PhD program about extended employment that also provides extended admission to the PhD program.

5.3 Interruption for other reasons 
Other types of unpaid leave of absence lasting one month or longer may provide grounds for granting an extended research fellowship period. Application must be made for such leave. The research fellow's task is first and foremost to complete their research work and their doctoral degree. AHO is therefore very restrictive with regard to leave of absence for research fellows.
 
6. Application for a pure extension of the admission period to the PhD program, without prior interruption/leave of absence
The right to study on the PhD program expires when the employment contract expires. It is possible to apply for extended admission to the PhD program without continued employment.  Such applications will be granted if there are good reasons for doing so. The application must include an account of what has been done/published and what remains of the doctoral work. The application may be granted if AHO, after an overall assessment, finds that the project can be carried out during the extension period.

Applications for extension of admission to the PhD program must be sent to the Research Administration and a confirmation from the main supervisor and/or Head of Institute supporting the application must be attached. AHO's program board decides on any extension.
 
7.. Secondary employment
The Norwegian government's rules for side jobs also apply to PhD candidates. However, it is assumed that research fellows should normally concentrate fully on the doctoral program.