Absence (medical certificates, medical self-certificate, absence with legal basis): All absences for less than 14 days are to be registered/applied for by the candidate him/herself in ESS. Absences beyond 14 days which are in accordance with the law or the collective wage agreement can give the candidate the right to an extension of his/her PhD programme. Remember that you must deliver a medical certificate or apply for leave. UiA requests that you use an electronic medical certificate.
Aura: digital archive for scientific papers, theses and dissertations.
Buddy scheme: All new PhD candidates should be assigned a Buddy. Ask your head of department.
Canvas: This is the Faculty’s LMS (Learning Management System). It is used for most PhD courses (some still use the old LMS Fronter, which is in the process of being phased out).
Company Health Service: Uia cooperates with Stamina Company Health services. Please contact your Head of Department, or HR advisor.
Courses (internal, credit-bearing PhD courses): The PhD adviser will send out an email to all candidates when it is clear if and when the various courses will take place. Information will also be published on the internet. Which courses you should take must be cleared with your supervisor and PhD leader. As part of the work towards continual improvement, we ask that PhD candidates evaluate the courses as soon as they have finished. Participants will receive an email about this.
Courses (internal, not credit-bearing PhD courses): PULS, Library
Courses (external, credit-bearing PhD courses): Courses held by other universities and university colleges or research schools can, in some cases, form a part of your training component. Which courses you should take must be cleared with your supervisor and PhD leader. If there is any doubt as to whether they can form a part of your training component, you should apply to the PhD Committee for prior approval.
Employment relationship: See employment contract for more information.
ESS: You will find a link to ESS on the front page of Innaskjærs (the university’s intranet). Here, you must register absences, as well as enter travel expenses claims. You can also apply for compassionate leave and register holidays. We recommend downloading the ESS app from DFØ through your phone's app store.
FS: a national system for administrative data regarding higher education in Norway. Alle your PhD courses will be registered in FS.
Holiday: All holiday is to be registered in ESS and approved beforehand.
Information meeting for new employees: Held once a year. You will receive an invitation.
IT systems: If you have any problems, send an email to IT Services, or contact the IT Help Desk at the Student Services Centre.
Library: The library will contact you as soon as you are registered as a PhD candidate in order to help you to get started using their resources
Office space/equipment: As far as is possible, we attempt to allocate an office to PhD candidates in an academic environment during the first year. After this, one should expect to have to move, either to “Knausen” or to an open plan office in the cellar.
Office supplies: You will find pens, paper, plastic folders and so on in our office supplies room. Your office key should work here. Remember to lock the door after you! Let Line know if you take the last of any item so that she can order more, of if there is anything in particular that you need.
PhD candidate politics: At UiA level: here you will be able to see whoever represents the PhD candidates at any given time on the UiA Board. At Faculty level: the four specialisations elect one PhD candidate each, to participate in the Faculty’s Research Education Committee (PPR).
Physical activities: UiA employees will find some alternatives here.
Progress report: All PhD candidates shall report their progress annually, around Christmas. You will receive an email about this.
Public defence: The public defence is planned by the department in collaboration with the PhD adviser.
Publishing: If you want to publish an article, or if you have questions about this, you can contact Inger Lin Baade.
Purchasing (ICT equipment): This goes via Siren Vegusdal, and should not be purchased privately.
Research groups: We recommend that all of our PhD candidates participate in a research group.
Research schools: We recommend that all of our PhD candidates apply for admission to a relevant research school.
Resources: PhD candidates employed as doctoral research fellows at UiA have up to 75 000kr at their disposal, shared out over three or four years. The guidelines for the use of such resources were sent out together with the letter of admission and the contract connected to admission to the PhD programme. Read them carefully.
Salary: The salary is stipulated in the contract of employment.
Seminar (midway and closing seminar): The midway and closing seminars are obligatory for all PhD candidates at the Faculty of Humanities and Education. Organised by the PhD leader and supervisor.
Speak up: Please tell us if you are made aware of any wrongdoing at UiA.
Technical equipment: Technical equipment shall be ordered via Siren Vegusdal, and must not be purchased privately.
Thesis: Article-based thesis vs monograph? See detailed rules, under Relevant Rules and Regulations.
Trade unions: There are a number of different trade unions at UiA. Joining is voluntary.
Travel expense claims: UiA has a binding agreement with Berg-Hansenl travel agents, and all trips are to be booked by them. You will find links on Innaskjærs (UiA’s intranet). After a completed trip, you must write a travel expense claim in ESS. Take care of all receipts: these shall be scanned in and attached to the travel expense claim.
Travel funding: Emails about this will be sent out regularly. Please contact Inger Lin Baade.
Username and password: You will receive this via email from our IT department as soon as you are registered as a PhD candidate.
Stays abroad: UiA recommends that all its PhD candidates plan a period of time abroad, and have therefore facilitated this.
Should you require additional information on any of the subjects above, please refer to our contact list.
I you miss something, or find any mistakes, please contact Lise Moss.