During the PhD

A monograph is a single, coherent scholarly work that presents the full scope of the PhD research in one document. It develops a clear research narrative from beginning to end and often follows a traditional academic structure. This structure often includes key elements, such as an introduction, theoretical framework, methodology, analysis, discussion, and conclusion.

An article-based thesis consists of several scientific articles that together form the core of the research contribution. These articles must be publishable in recognised academic journals within the field. They are accompanied by a comprehensive “kappa” or introductory synopsis that links the articles into a coherent whole. The synopsis typically includes the overall research aims, theoretical foundations, methodological choices, ethical considerations, and a discussion that integrates findings from all articles.

The number of articles required varies across disciplines and faculties. At UiA, the expectation is set by the relevant PhD programme and follows national academic standards. Some articles may be co-authored, provided the candidate’s independent contribution is substantial and clearly documented. PhD candidates can consult the Supplementary Regulations for more details about each PhD programme.

Articles included in the thesis must also be used in a manner that allows the final dissertation to be deposited in the Norwegian Research Information Repository (NVA). We encourage PhD candidates to use the Author’s Accepted Manuscript (AAM) version of the article in the thesis (for more information, see UiA’s Rights Retention Policy). If the published version (sometimes called “Version of Record”) is preferred, PhD candidates are responsible for obtaining permissions from the publisher to include in the thesis.

• Author’s Accepted Manuscript: The version after peer review but before publisher formatting and typesetting.
• Version of Record: The final, formatted version released by the publisher.

PhD candidates are active partners in the supervisory process. They take responsibility for driving their research forward, engaging with feedback, and maintaining steady progress. PhD candidates are expected to:

• Take initiative together with their supervisors in scheduling and preparing supervisory meetings.
• Provide written material for review within agreed timelines.
• Communicate research plans, challenges, and developments in a clear and timely manner.
• Document progress through annual reports and internal milestones.
• Seek guidance on ethical issues, data management, and good research practices.
• Participate in relevant research groups, seminars, and training activities.
• Follow the requirements set by the PhD programme and the faculty.

Supervisors guide the candidate through the academic and practical aspects of the doctoral project. They help shape the research plan, offer constructive feedback, and support the candidate’s development as an independent researcher. Supervisors are expected to:

• Take initiative together with the PhD candidate in scheduling and preparing supervisory meetings.
• Offer regular academic supervision throughout the PhD period.
• Contribute to the development of a realistic and academically sound project plan.
• Provide timely feedback on written work and research progress.
• Document progress through annual reports and internal milestones.
• Help the PhD candidate to find suitable training, courses, dissemination opportunities, and induct them into the relevant research group.
• Support the candidate in meeting ethical and methodological standards.
• Create a safe and respectful academic environment.

The faculty administration, which includes PhD co-ordinators, department leaders, specialisation leaders, programme leaders, and the wider administration at the university, provides the framework that supports supervision and PhD education at UiA. It ensures that candidates and supervisors have clear procedures to follow and that progress is monitored in accordance with institutional and national regulations. The faculty administration is responsible for:

• Assisting with the start-up process.
• Appointing supervisors and approving changes to the supervisory team.
• Administering courses and study plans.
• Ensuring that candidates are enrolled in the correct programme and have access to relevant information.
• Organising mandatory evaluations and progress reports.
• Providing guidance on regulations, rights, and procedures.
• Facilitating communication between candidates, supervisors, programme leadership, and research groups.
• Plan and assist in the execution of trial lectures and defences.

The department leaders are responsible for developing an individual career development plan together with the PhD candidate. The career plan serves as both a reflective process and a practical roadmap for identifying professional goals and the specific activities needed to achieve them. It is designed to help PhD candidates look beyond the immediate requirements of the doctoral thesis and consider their long-term qualifications for roles in academia, the public sector, or industry.

Each year, the PhD co-ordinator distributes a digital Annual Progress Report on behalf of the department leadership. The purpose of this report is to review the PhD candidate’s academic development, identify needs for support, and maintain a constructive dialogue between the candidate, the supervisors, and the department.

The PhD candidate completes the main report. This includes an overview of completed and on-going coursework, research milestones, dissemination activities, and any academic or practical challenges encountered. The report also provides room for reflections on general well being, work environment, and overall experience throughout the year.

Supervisors submit a separate annual report. Their assessment focuses on academic progress as seen from the supervisory perspective, along with observations about the project’s development and any support the candidate may require.

These reports are kept independent to encourage open and honest communication. This structure allows PhD candidates to share their experiences and supervisors to provide their professional evaluations without being influenced by the other’s submission. It also helps the department identify areas where further guidance, resources, or intervention may be needed.

Midway through the PhD period, PhD candidates will submit written material that shows the current development of the thesis. The project is presented at the seminar, and an external reviewer provides feedback on academic quality, structure, and overall progress. The midway seminar supports the on-going development of the project and helps identify areas that may benefit from further refinement.

As the thesis approaches its final stages, many PhD programmes hold a 90% seminar (sometimes called “End Seminar”). The PhD candidate submits a near-finished manuscript, which allows the external reviewer to assess coherence, structure, and readiness for submission. The seminar provides constructive comments that support the final revision phase. It also gives the PhD candidate practice presenting and discussing the thesis in a formal setting, which is valuable preparation for the doctoral defence.

These regulations include provisions for extending the employment period when authorised or agreed leave takes place. The following forms of absence provide an automatic extension of the PhD period:

• Sickness absence
• Parental leave
• Unpaid leave to care for a child
• Leave for nursing mothers
• Compassionate leave

PhD programmes at UiA have a nominal duration of three years of full time study. When the work is not completed within this period and funding is close to ending, PhD candidates may apply to the faculty for an extension of their study period.

The application must include clear milestones and a timeline that shows the feasibility of completing the project within the proposed period. The main supervisor must support the application. The application must also include an overview of completed work, such as publications, and a description of the work that remains.

The faculty may grant an extension of up to one year. When an extension goes beyond one year after the original completion date, the application must be considered by the PhD committee.

UiA PULS provides a dedicated course on writing for publication and presenting, which is designed for academic staff and PhD candidates who aim to publish in English language academic journals. The writing course focuses on:

• Requirements of peer reviewed journals
• Strategies for effective academic writing
• Structure, style and genre expectations
• Understanding the publication process
• Strengthening writing skills for top journals in the field

The presentation course focuses on:

• Preparation of material, structuring content and delivery
• Improving pronunciation
• Visual aids and body language
• Feedback on part of your own presentation

This course is offered regularly on both campuses and is free of charge for PhD candidates at UiA.

UiA also provides drop-in academic writing support through the Writing Lounge, available to both students and staff. Writing mentors offer guidance on:

• Academic writing technique
• Structure and clarity
• Addressing writer’s block
• Study skills and reading strategies

Open Access (OA) publishing makes research freely available to anyone who wants to read it. UiA has several systems in place to help PhD candidates publish openly without paying publishing fees themselves.

UiA has an Open Access policy that encourages scientific articles to be made as openly accessible as possible. The university also has a rights retention policy that allows UiA to make articles available under a Creative Commons licence so that research can reach a wider audience.

For PhD candidates, the most important steps are:

1. Choose a journal that supports Open Access. UiA provides guidance and links to approved publishing channels through its library pages.
2. Use UiA’s Open Access Fund if the journal is a pure Open Access journal.
   UiA’s Open Access Fund covers article processing charges (APCs) for articles published in fully Open Access journals. To receive support, the journal must:
   i. be listed in the Directory of Open Access Journals (DOAJ), and
   ii. be approved at level 1 or 2 in the Norwegian national register of publishing channels.
3. Apply for support through UiA’s application form if the journal meets the criteria. The form is available through UiA’s publishing webpage.

PhD candidates are required to register all publications and research activities in the Norwegian Research Information Repository (NVA), the national system for registration of research results in Norway.

The guiding principle is simple: all research activities and outputs should be registered in NVA.

Research activities can include, but are not limited to:

• Journal articles
• Book chapters
• Conference publications
• Presentations
• Podcasts
• Interviews for newspaper, radio, or other media
• And, eventually, the PhD thesis

Registering research results contributes to national reporting requirements and strengthens the overall research documentation of the institution. Crucially, each registered research activity becomes part of a visible academic profile that reflects the development and achievements of the PhD candidate. Over time, this creates a comprehensive record of scholarly work that can support future applications, collaborations, and career opportunities.

For more information about how to register research results NVA, click here.

For PhD candidates enrolled in the Artist Research PhD Programme, it is mandatory to use the Research Catalogue, a non-commercial platform developed by the Society for Artistic Research. It is designed specifically to support the documentation, presentation, and publication of artistic research. Since UiA’s Artist Research PhD Programme requires PhD candidates to work with multimodal materials and document artistic processes, the Research Catalogue provides an environment tailored to these needs.