Umeå Universitet, 901 87 Umeå
Decided by University board
Translation from Swedish*
Reg no: 520-3000-06.
Date: 2009-12-17.
Entity in charge: Planning Office
Validity: 2010-01-01- until further
notice
Admission regulations for doctoral studies at Umeå
University
Admission regulations refer, according to chapter 6, section 3 in the The Higher
Education Ordinance, abbreviated as HF in the following text (1993:100), to the
regulations for doctoral studies (named third-cycle courses and study programmes in
the Higher Education Ordinance), which the university applies with regard to
application, entry requirements and exceptions from entry requirements as well as
selection, and in part how decisions about admission and exceptions from entry
requirements are made. The admission regulations for doctoral studies at Umeå
University are decided by the university board according to chapter 2, section 2 HF.
1. Definitions and responsibility
Chapter 1, section 4 HF: In this ordinance 'student' refers to those who have been
admitted to and pursue higher education studies, 'third-cycle student' to those who have
been admitted to and pursue third-cycle studies, in both cases in so far as not otherwise
specifically stated.
Chapter 6, section 30 HF: A faculty board shall have overall responsibility for the quality,
effectiveness, organisation, study plans and supervision of courses and study
programmes as well as the coordination of courses and training of supervis ors. The
faculty board shall also undertake general supervision of third -cycle courses and study
programmes.
Chapter 6, section 34 HF: For each subject in which third-cycle courses or study
programmes are offered a general study syllabus is required that h as been adopted by the
faculty board.
2. Application and admission
Acceptance to the programme with Doctoral degree as the intended
degree.
Chapter 7, section 37 HF : Decisions relating to admissions are made by the higher
education institution. A person who wishes to be admitted to a third-cycle course or
study programme shall apply within the time prescribed and in compliance with the
procedures laid down by the higher education institution.
* This document has been translated into English. In case of divergence of meaning between the English and Swedish
wording of this document, the Swedish wording shall prevail.
Page 1 (8)
Umeå Universitet, 901 87 Umeå
Decided by University board
Translation from Swedish*
Reg no: 520-3000-06.
Date: 2009-12-17.
Entity in charge: Planning Office
Validity: 2010-01-01- until further
notice
When a higher education institution intends to admit one or several third -cycle students,
information shall be provided by the higher education institution through advertising or
some equivalent method. Information need not, however, be provided:
1.
about the admission of a third-cycle student who is to complete the course or
study programme within the framework of employment by an employer other
than the higher education institution
2. about the admission of a third-cycle student who has previously begun thirdcycle studies at another higher education institution, or
3. if there are similar special grounds.
Chapter 7, section 34 HF: The number of doctoral students admitted to third-cycle
courses and study programmes may not exceed the number that can be offered
supervision and otherwise acceptable conditions for study and whose studies are funded
pursuant to section 36.
Chapter 7, section 35 HF: The requirements for admission to third-cycle courses and
study programmes are that the applicant:
1. meets the any general and specific entry requirements that the faculty board
may have laid down, and
2. is considered in other respects to have the ability required to benefit from the
course or study programme.
Chapter 7, section 36 HF: The faculty board may only admit applicants to third-cycle
courses and study programmes who have been appointed to doctoral studentships or
awarded doctoral grants. The faculty board may, however, admit applicants who have
some other form of funding for their studies if it considers that the fu nding can be
guaranteed during the entire period of study and that the applicants can devote enough
time to their studies to enable their completion within four years in the case of a
licentiate degree or eight years in the case of a PhD.
Local regulations
The admission process for doctoral studies should be clear and carried out
transparently.
Available programme places within doctoral studies should be, at a minimum,
publicly advertised on Umeå University’s homepages. In special cases the faculty
board can make decisions according to chapter 7, section 37 in the HF. This can be
delegated further to the departmental level. Advertising should even have a suitable
national and international distribution. The application period for available positions
within doctoral studies should be at least three weeks.
Faculty-financed positions should be reserved for programmes that end with a
Doctoral degree and not a Licentiate.
Page 2 (8)
Umeå Universitet, 901 87 Umeå
Decided by University board
Translation from Swedish*
Reg no: 520-3000-06.
Date: 2009-12-17.
Entity in charge: Planning Office
Validity: 2010-01-01- until further
notice
An information document that states which regulations are valid for entry
requirements, admission, financing and supervision for doctoral education must be
established well in advance of the student’s arrival who is being admitted for doctoral
education. The arriving student should confirm in writing reception of this
information document well in advance of his/her arrival.
Admission for Licentiate as the intended degree
Local regulations
Admission to a doctoral education with Licentiate as the intended outcome may only
take place when the responsible department/supervisor submits a written request to
the faculty board. The decision regarding admission to a programme with Licentiate
as the intended degree is made by the faculty board involved and can not be
delegated to the departmental level.
At the admission of a doctoral student to take a Licentiate, a specific explanation
must therefore be included in the Individual study and financing plan with followup (Dnr 500-2011-08).
A two-step model must not take place at admission, that is, students who have the
intention to get a doctoral degree are admitted to studies for a Licentiate and
thereafter are allowed to continue their studies for a doctoral degree. When
advertising positions to take a Licentiate it must be made clear that these can not be
extended to positions for taking a doctoral degree.
A doctoral student who has originally planned to take a doctoral degree should be
able to finish his/her studies with a Licentiate if the requirements for such a degree
are fulfilled. An agreement in the event that the doctoral student terminates his/her
studies for a doctoral degree shall be included in the individual study plan in a
manner according to chapter 6, section 36.
3. Entry requirements
General entry requirements
Chapter 7, section 39 HF: A person meets the general entry requirements for third-cycle
courses and study programmes if he or she:
1. has been awarded a second-cycle qualification
2. has satisfied the requirements for courses comprising at least 240 credits of
which at least 60 credits were awarded in the second-cycle, or
3. has acquired substantially equivalent knowledge in some other way in Sweden
or abroad.
Page 3 (8)
Umeå Universitet, 901 87 Umeå
Decided by University board
Translation from Swedish*
Reg no: 520-3000-06.
Date: 2009-12-17.
Entity in charge: Planning Office
Validity: 2010-01-01- until further
notice
The faculty board may permit an exemption from the general entry requirements for an
individual applicant, if there are special grounds.
Interim regulations for SFS 2006:1053 HF:
11. Those who fulfil the general entry requirements before 1 July 2007 for admission to
doctoral studies, shall thereafter be considered to meet the general entry requirements for
admission to doctoral courses and study programmes, but only until the end of June 2015.
Specific entry requirements
Chapter 7, section 40 HF: The specific entry requirements laid down shall be essential for
students to be able to benefit from the course or study programme. These requirements
may comprise:
1. knowledge from one or more higher education courses and study programmes
or corresponding courses and study programmes
2. specific professional or vocational experience, and
3. requisite language skills or other conditions determined by the course or study
programme.
Local regulations
The faculty board stipulates specific entry requirements for each respective subject at
the doctoral level. The entry requirements must be stated in the general study plan
for each programme/subject.
4. Selection for admission
Chapter 7, section 41 HF: In selecting between applicants who meet the requirements
laid down in Sections 35 & 36 their ability to benefit from the course of study
programmes shall be taken into account.
The faculty board determines which assessment criteria shall be used in determining the
ability to benefit from the courses and study programmes.
However, the fact that an applicant is considered able to transfer credits from prior
courses and study programmes or for professional or vocational expe rience may not
alone give the applicant priority over other applicants.
Local regulations
The regulation in chapter 7, section 41 HF regarding selection should be viewed as an
impediment against systematically prioritising applicants who are judged as being
Page 4 (8)
Umeå Universitet, 901 87 Umeå
Decided by University board
Translation from Swedish*
Reg no: 520-3000-06.
Date: 2009-12-17.
Entity in charge: Planning Office
Validity: 2010-01-01- until further
notice
able to complete the doctoral degree in less than four years of full-time study. In
order to prevent systematic prioritisation being given to applicants with a master’s
degree for the purpose of shortening the education on a doctoral level to less than
four years, a conventional credit transfer of the second year of the master’s degree is
not allowed according to (Tillgodoräknande av masterexamen i forskarutbildningen
(Credit transfer of master’s degree in doctoral education) (Dnr 500-216-07).
Application for credit transfer must always be done for each individual course.
Evaluation and decision of credit transfer must be made by the faculty board and can
not be delegated to the departmental level.
The basis of assessment for credit transfer must be presented in each individual case.
5. Funding
Chapter 7, section 36 HF: The faculty board may only admit applicants to third-cycle
courses and study programmes who have been appointed to doctoral studentships or
awarded doctoral grants. The faculty board may, however, admit applicants who have
some other form of funding for their studies if it considers that the funding can be
guaranteed during the entire period of study and that the applicants can devote enough
time to their studies to enable their completion within four years in the case of a
licentiate degree or eight years in the case of a PhD.
Chapter 5, section 1 HF: Higher education institutions may establish specific posts for
third-cycle students to enable them to complete their third-cycle studies.
Chapter 5, section 2 HF: Those appointed to doctoral studentships shall primarily devote
themselves to their studies.
Those appointed to doctoral studentships may, however, work to a limited extent with
educational tasks, research and administration. Before a PhD has been awarded,
however, duties of this kind may not comprise more than 20 per cent of a full time post.
Chapter 5, section 3 HF: Only those who are or have been admitted to third-cycle courses
and study programmes at a higher education may be appointed to doctoral studentships.
Chapter 5, section 3a HF: A doctoral studentship shall be a full-time post. If a third-cycle
student so requests, the appointment may be a part -time post but for no less than 50 per
cent of a full-time post.
Chapter 5, section 4 HF: A student in receipt of a doctoral grant shall on application be
appointed to a doctoral studentship no later than the date on which according to the
individual study plan there remains a period of study corresponding to two years of
full-time study before the award of a PhD. This does not apply, however, if the faculty
boardor a special body as laid down in the third and fourth sentences of the second
paragraph of Section 5a of Chapter 2 of the Higher Education Act (1992:1434) has
decided on the withdrawal of the student's resources pursuant to Section 37 of Chapter 6
Page 5 (8)
Umeå Universitet, 901 87 Umeå
Decided by University board
Translation from Swedish*
Reg no: 520-3000-06.
Date: 2009-12-17.
Entity in charge: Planning Office
Validity: 2010-01-01- until further
notice
of this Ordinance or of the doctoral grant pursuant to Section 14 of the Ordinance on
Doctoral Grants for Doctoral Students (1995:938).
Chapter 5, section 5 HF: When an appointment to a doctoral studentship is to be made in
cases other than those referred to in Section 4, the ability of the student to benefit from
third-cycle courses and study programmes shall be taken into account. In add ition, the
second and third paragraphs shall apply.
If an appointment to a doctoral studentship is to be made in connection with admission
to a study programme, the provisions of the second and third paragraphs of Section 41 of
Chapter 7 on determination of the assessment criteria and the prohibition of preferential
treatment shall apply.
The higher education institution shall provide information about vacant positions in the
form of advertising or some equivalent procedure so that those who are in terested in
appointment to a doctoral studentship may notify the higher education institution of
their interest within a stipulated period. Information need only be provided, however, if
appointment to a doctoral studentship is to be made in connection with admission to a
study programme and pursuant to Section 37 of Chapter 7 information shall be provided
in connection with admission.
Chapter 5, section 6 HF: Appointed to a doctoral studentship shall be decided by the
vice-chancellor.
Chapter 5, section 7 HF: Appointment to a doctoral studentship shall apply for an
indefinite period, however for no longer than until a specified date and never for a period
extending more than one year after the award of a PhD.
The initial appointment may apply for no longer than one year. An appointment may be
renewed for no more than two years at a time.
A person may be appointed to a doctoral studentship for a total of eight years. The total
employment period may, however, not exceed the time corresponding to full-time
third-cycle study for four years. For courses or study programmes to be concluded with
the award of a licentiate degree the total employment period may not exceed the time
corresponding to full-time third-cycle study for two years. The time spent studying by the
third-cycle student while not appointed to a doctoral studentship shall be deducted from
these periods.
The total period of employment may, however, exceed that stated in the third paragraph
if special grounds exist. Such grounds may comprise leave of absence because of illness,
leave of absence for service in the defence forces or an elected position in a trade union
or student organisation, or parental leave.
Page 6 (8)
Umeå Universitet, 901 87 Umeå
Decided by University board
Translation from Swedish*
Reg no: 520-3000-06.
Date: 2009-12-17.
Entity in charge: Planning Office
Validity: 2010-01-01- until further
notice
Local regulations
Doctoral studies should be primarily financed with a doctoral studentship and
secondly with a doctoral grant, and in exceptional cases a tax-free stipend can be
used. The decision that tax-free stipends may be used for financing third-cycle
courses and programmes must be made by the faculty board and can not be delegated
to the departmental level. Stipends may be used as the financing form for the
doctoral studies for a maximum of two years, thereafter the doctoral student must be
employed on a doctoral studentship. In certain cases, for example, stipend financing
from another country, the Vice-Chancellor can make a decision of exemption from
this two-year limit.
In the future, stipend financing will end at Umeå University. Umeå University may
not establish stipends as a means to finance third-cycle courses and study
programmes.
The amount of study financing must, regardless of form, be equivalent to at least the
doctoral grant level after taxes.
A person with a non time-limited position other than a doctoral studentship or
doctoral grant as the means of financing (for example, lecturers, professionally active
physicians or nurses) could be admitted to doctoral education, and within that
position pursue doctoral studies, which can be completed within a maximum of eight
years. In those cases where a person who is admitted to doctoral studies and at the
same time is employed by an employer other than Umeå University, an agreement
must be made that clarifies the right of the employee to pursue doctoral studies and
how the financing is regulated and secured.
6. Individual study plan
Chapter 6, section 36 HF: An individual study plan shall be drawn up for each doctoral
student. The plan shall be adopted by the faculty board after consultation with the
doctoral student and his or her supervisor.
The individual study plan shall contain:
1. a timetable for the doctoral student's study programme
2. information on the organisation of the supervision of the doctoral student
3. a description of any other undertakings made by the doctoral student a nd the
faculty board for the period of the programme, and
4. anything else required to ensure that the programme may be pursued
effectively and efficiently at all times.
The individual study plan shall be reviewed by the faculty board at least once a
year. In connection with this review the doctoral student and the principal
Page 7 (8)
Umeå Universitet, 901 87 Umeå
Decided by University board
Translation from Swedish*
Reg no: 520-3000-06.
Date: 2009-12-17.
Entity in charge: Planning Office
Validity: 2010-01-01- until further
notice
supervisor shall report to the faculty board on the progress of the programme.
At this time or, when warranted, on some other occasion the faculty board
may make any required amendments to the individual study plan. The period
of study may only be extended if there are special grounds for doing so. Such
grounds may comprise leave of absence because of illness, leave of absence for
service in the defence forces or an elected position in a trade union or student
organisation, or parental leave. Before an amendment is made, the research
student and the supervisors shall be given an opportunity to make
representations.
The doctoral student and the principal supervisor shall at test in writing that they
have been informed about the individual study plan and the amendments made to
it.
Local regulations
For each doctoral student an individual study plan shall be made in conjunction with
the application or admission in accordance with the university’s common model,
Individual study and finance plan with follow-up at Umeå University (Dnr 5002011-08).
7. Supervision
Chapter 6, section 31 HF: A faculty board shall appoint at least two supervisors for each
doctoral student. One of them shall be nominated as the principal supervisor. Doctoral
students are entitled to supervision during their studies unless the faculty board has
decided otherwise by virtue of Section 37.
A doctoral student who so requests shall be allowed to change supervisor.
Chapter 6, section 32 HF: A higher education institution offering third-cycle courses and
study programmes shall provide training for supervisors.
At least one of each doctoral student's supervisors shall have undergone training of this
kind or be judged by the faculty board to have the corresponding competence.
Local regulations
The supervisor shall be named in conjunction with admission. At least one of the
supervisors must be a docent. The main supervisor and the assistant supervisor
should be represented by both genders to the greatest possible extent and share the
supervising. At least one of the supervisors must be employed by Umeå University. In
cases where the supervisor or the assistant supervisor are employed at different
faculties and in cases where one of the supervisors is not employed by Umeå
University, then a suitable agreement that regulates the supervision is established
between the faculty board and the supervisor’s employer. Responsibility issues and
supervision for doctoral studies must follow Conditions for supervision of doctoral
studies at Umeå University (Dnr 102-4693-06).
Page 8 (8)