Programme description: PhD programme at the Faculty of Medicine

The PhD programme at the Faculty of Medicine leads to the Philosophiae Doctor (PhD) degree.

The scope of the PhD programme is standardised to 3 years of full-time work (4 years with mandatory duty work) and consists of a training component of at least 30 credits and independent research that leads to an academic thesis.

The PhD programme is intended to qualify for research of an international standard and for other work in society where great demands are made to academic insight and analytical thinking, in accordance with good academic practice and standards on research ethics.

1. Objectives, Scope, and Qualification

The PhD programme at the Faculty of Medicine leads to the degree of Philosophiae Doctor (PhD). The program is designed to be completed in 3 years of full-time equivalents (4 full-time equivalents with additional career-promoting work, previously called “duty work”) and consists of a training component worth 30 credits and research work leading to a scientific thesis.

The PhD education aims to qualify candidates for research of international standard and for other roles in society that require a high level of scientific insight and analytical thinking, in accordance with good scientific practice and research ethics standards.

1.1 Learning Outcome Description
A PhD candidate with completed qualifications at the Faculty of Medicine should have the following overall learning outcomes defined in knowledge, skills, and general competence.

Knowledge
Upon completion of the program, the candidate will have knowledge

• of their field and master the scientific theory and methods of the field, and be at the international forefront within the field
• to assess the appropriateness and application of various methods and processes in research and professional development projects within their field
• of their field and be able to contribute to the development of new knowledge, theories, methods, interpretations, and forms of documentation within their field
• that enables them to critically assess the ethical aspects of a research project
• of relevant laws and regulations within medical and health research

Skills 
Upon completion of the program, the candidate will

• be able to formulate research questions for research and professional development work
• be able to plan and conduct research and professional development work at a high international level
• be able to identify and apply relevant research methods to answer a research question
• be able to handle complex professional issues and challenge established knowledge and practices in the field
• identify, analyze, and critically reflect on research and scientific ethical issues related to research projects and the research field
• to disseminate research and development work through recognized national and international channels
• be able to conduct research and dissemination with professional integrity and in accordance with the fundamental values of academic work
• to participate in debates within their field in national and international forums
• be able to critically reflect on sustainability and value and interest conflicts related to their own research field and its relationship with other societal actors

General Competence
Upon completion of the program, the candidate will be able to

• express themselves clearly and concisely in writing and orally
• work systematically, structured, and independently towards set goals
• continuously and purposefully develop their own knowledge, competencies, and skills
• provide constructive and critical feedback on others’ professional work
• build and manage professional networks
• assess the need for renewal and take initiative for and drive innovation and new thinking
• lead and work in interdisciplinary teams with complex issues
• gain an overview of and acquire advanced knowledge
• think innovatively, critically, and nuanced
• participate in the organization and leadership of meetings, conferences, and seminars on professional topics
   

Applications for admission to the PhD programme must be submitted using the electronic application form available on the website.

2.1 Admission Requirements

The PhD programme at the Faculty of Medicine is based on a five-year Norwegian master in accordance with the Bologna Process, Norwegian higher degree professional education, or equivalent education approved by the Faculty.

The Faculty of Medicine also approves one-year master as a basis for admission to the PhD programme. The condition is that the degree is part of a comprehensive higher education consisting of a completed bachelor’s and master’s degree or a longer integrated program of 4 acceptable years, in accordance with HK-Dir’s guidelines, and includes a master’s thesis that amounts to at least one semester’s work.

Education from abroad is otherwise assessed according to HK-Dir’s criteria (Recognition of foreign education - to work in Norway | HK-dir).

All candidates admitted to the PhD programme at the Faculty of Medicine must spend a total of at least 3 months at the Faculty. The application must specify how this will be carried out. The main supervisor is responsible for ensuring that the residency requirement is met. The residency requirement can be fulfilled at other institutions with active research environments and research groups in which the candidate participates. The academic requirements for supervision, as well as the intention that the candidate should contribute to the Faculty’s academic development and environment, must be met.

When applying for admission, the candidate must submit a plan for the training component that shows how the candidate plans to meet the requirements for the scope and mandatory elements of the training component. The plan can be adjusted during the PhD education.

It is crucial that the financial framework is sufficient for the completion of the project. The applicant must provide documentation of satisfactory funding, both for living expenses and research costs for the entire agreement period.

Candidates who rely on personal funds, are not admitted to the program.

For applicants employed at a Norwegian university hospital or collaborating regional hospitals with active research environments, admission may be granted with 20% time allocated for research in certain cases. Admission can only be granted if the following conditions are met:

• the project is closely related to the candidate’s clinical practice (must be demonstrated in the statement of intent and motivation letter)
• a clear statement of intent from the relevant hospital department that the candidate is given time for research and necessary facilitation for the completion of both the research project and the training component.
• a  realistic timeline of a maximum of 6 years from the start of funding, confirmed by the main supervisor and approved by the admission committee.
• a motivation letter from the candidate.
   

2.2. Project Description

The project description is usually about 6-8 pages and should explain the topic, research questions, choice of theory and method, ethical considerations, and information about applications for Norwegian and, if applicable, foreign ethical approval. The project description should include a timed progress plan in the form of a Gantt chart for the various parts of the research work, including a tentative publication plan. 

The project description should also include proposals for supervisors, specifying the responsibilities and roles of each supervisor.

An overview of collaborators and planned stays abroad should be included. Any intellectual property restrictions to protect others’ rights must be disclosed.

For applicants with personal PhD awarded funding, such as from the Faculty of Medicine or the Helse Vest Collaboration Committee, the project description that formed the basis for the scholarship award should also be used for admission to the PhD programme.
 

2.3 Projec Assessment

The project descriptions are assessed by an admission committee consisting of two academic staff members from the department to which the candidate will be affiliated. These individuals are appointed by the Faculty based on the department’s recommendations. The admission committee’s written recommendation is part of the admission basis.

Project descriptions that have been assessed by Helse Vest or UiB in connection with scholarship awards will generally not be reassessed by the department’s admission committee but will be evaluated directly by the Faculty. However, the Faculty may request a statement from the admission committee if deemed necessary.

2.4 Language Requirements

The PhD programme at the Faculty of Medicine is primarily conducted in English. Applicants with foreign education must document their English proficiency according to current regulations: English language requirements for PhD admission | Faculty of Medicine | UiB.

Exceptions to the English requirement are made for the following groups of applicants:

• candidates who have been the first author of two or more scientific articles published in English in international, peer-reviewed journals
• candidates who have completed their entire master’s education in a program where English is the language of instruction (must be documented)
• candidates who have studied English as a subject at the university level (at least 30 ECTS)

2.5 The Role of Supervisors in the Application Process

All applicants to the PhD programme at the Faculty of Medicine must be assigned two supervisors, one of whom will act as the main supervisor and the other as a co-supervisor. If academically justified, an exception can be made to appoint up to three supervisors, with each supervisor’s role specifically described in the admission application. No more than three supervisors can be appointed. At least one of the supervisors must be employed at the Faculty for the entire agreement period. A Professor Emeritus cannot be appointed as the main supervisor but can serve as a co-supervisor.

If a supervisor leaves the faculty or becomes emeritus during the agreement period, it must be ensured that at least one of the supervisors holds a position at the Faculty of Medicine for the entire remaining period. The department must propose a new (main) supervisor to the Faculty at least three months before the (main) supervisor’s date of becoming emeritus. An emeritus can continue as a co-supervisor within the limit of a maximum of three supervisors in the supervisory team.

UiB employees in technical positions (position category C) cannot be appointed as supervisors.

The project description is developed jointly by the candidate and the relevant supervisors but should mainly be written by the candidate themselves.
It is required that internal main supervisors must have completed the Faculty’s two e-learning courses before admission can be granted. If the main supervisor is external, either they or the internal co-supervisor must have completed the courses.

• Supervisor course for Ph.D. supervisors: https://mitt.uib.no/courses/1061.
• Processing of personal data in medical and health research: https://mitt.uib.no/courses/23681.

If there are external supervisors who are not employed at a Norwegian research institution, information about their qualifications and workplace must be documented through a CV detailing their competence, experience, and current workplace.

2.6 Special Aarrangements for Former Students in the Medical Student Research Programme 

Former students in the Medical Student Research Programme (FL) who proceed directly to a PhD project within the same research theme get 20 weeks reduction in their agreement period based on the continuation of the training component in its entirety, except for the mid-way evaluation, which must be completed anew in the PhD programme.

Candidates who enter a new thematic PhD project and do not directly continue their FL project can only transfer a maximum of 10 ECTS from the previously completed degree, including MEDMET and other general courses, such as statistics, to the training component. It is calculated 5 years from the completion of the FL for MEDMET and other general courses.

The provision that an applicant should be rejected if less than one (1) year of full-time work on the research project remains at the time of application does not apply to applicants who will complete their PhD as a continuation of their FL project less than a year after completing their Cand.med. or master’s in dentistry with FL.

Former FL students who have published two articles for their PhD degree and have submitted their third article for review can be admitted for up to one year without funding to complete and submit the PhD thesis, provided that the supervisor and department recommend admission. Applications for admission to the PhD programme under this rule must be submitted no later than August 15 for those completing their medical/dentistry studies in the spring semester or January 15 for those completing their medical/dentistry studies in the fall semester.

2.7 Attachments to the Admission Application

• The candidate’s CV
• Documentation of all higher education that is part of the admission basis (diplomas and transcripts, as well as diploma supplements where available) in the original language, along with translations into Norwegian or English
• Documentation/assessment that the master’s thesis is worth 30 ECTS if this is not clearly stated on the diploma/transcript
• Documentation of English proficiency (where required)
• Proof of funding
• Supervisor declaration describing the role and division of labour between the supervisors. If more than two supervisors are proposed, this must be specifically justified, and the role and division of labour must be described for all members of the supervisory team.
• CV for external supervisors showing the academic title and the PhD degree.
• Project description
• Copy of passport (for applicants without a Norwegian personal number)
• HK-Dir assessment for applicants with a master from outside the Nordic countries. Doctors with education from the EEA area who have been licensed to work as doctors in Norway do not need to provide an HK-Dir assessment. The licence must be presented. 
• Motivation letter if applicable

The Faculty may request additional documentation when necessary to assess the application.

Applications for admission to the PhD programme should normally be submitted within two (2) months after the start of the research project leading to the PhD degree. The PhD programme is designed to be completed in three (3) full-time equivalents. It is not permitted to plan the completion of the PhD programme with a progression that results in an agreement period longer than six (6) years. The exception is the dual competence program in dentistry, where the total planned agreement period can be up to eight (8) years, depending on specialization.

A shorter agreement period is granted if the candidate has already completed parts of their PhD education program, so that the total time for the PhD education project is three full-time equivalents.

3.1 Conditions of Extension After Funding Ends

The candidate’s affiliation with the PhD programme and rights to supervision require a valid PhD agreement period. The agreement period can be extended upon application. The application must include an account of what has been done/published and what remains of the PhD work, as well as a concrete and realistic plan for completion within a reasonable time. An extension can only be granted if the Faculty, after a comprehensive assessment, finds that the project can be completed within the extension period. Confirmation from the supervisor and the basic unit regarding supervision during the extension period must be provided.

A clear plan with a detailed description of milestones showing the planned progress during the extension period must be attached so that the department can follow up with the candidate. Upon extension, the candidate must apply for approval of the training component within the extension period, if this has not already been done. When applying for further extension, a good justification for the continued delay, progress since the last application, and a concrete and good plan for completion will be crucial.

If the candidate has not applied for an extension within the agreement period, the candidate will be notified and may be withdrawn from the PhD programme.

3.2 Maximum Duration of the Agreement Aeriod

The maximum extension period in the program is 2 calendar years from the end of the regular agreement period. Statutory leaves and duty work are not included. The candidate is responsible for documenting relevant leaves as soon as possible.

4.1 Supervision

At the Faculty of Medicine, PhD candidates should normally have two supervisors upon admission. The main supervisor has overall responsibility for the supervision and for the collaboration between the supervisors. If the main supervisor is not employed at UiB, an internal co-supervisor must have a specific delegated responsibility for following up with the candidate regarding practical matters and regulations at UiB.

The PhD regulations’ requirements for supervisors’ impartiality (§ 6-2) include that a supervisor cannot be related to the candidate or one of the other supervisors as closely as siblings/spouse/partner/parent-child.
The obligations of the main supervisor and the candidate are described in separate guidelines: Supervision | Faculty of Medicine.

At the Faculty of Medicine, UiB’s ethical guidelines for the relationship between supervisor and candidate apply: Ethical guidelines for relations between supervisors and students or candidates at the University of Bergen.

4.2 Changes in Supervision and Termination of Supervisory Relationships

The PhD candidate and the supervisor can, by mutual agreement, request the Faculty to make changes to the supervisory relationship for the PhD candidate. Applications for a change of supervisor must be justified. Applications for changes in the supervisory relationship should be sent to the Faculty on a separate form without undue delay. Changes in supervisors will not be backdated and should normally be reported at least six months before the end of the PhD period. A supervisor cannot resign before a new supervisor is appointed. Changes in the supervisory team are not granted after the candidate has submitted the thesis for evaluation.

If the candidate or supervisor wishes to terminate the supervisory relationship because they find that the other party is not fulfilling their obligations as specified in the regulations and related agreements, the matter should first be discussed with the concerned party to find a solution that is academically sound and acceptable to all parties. The PhD candidate and the supervisory group should jointly find a solution to the situation. If this fails, the department should be contacted for assistance in finding solutions. Changes in the supervisory relationship can be approved in such cases without all parties’ consent.

Disputes about the supervisor’s or candidate’s academic rights and obligations can be brought by the parties or the department to the Faculty for resolution. The Faculty’s decision can be appealed to the Central Appeals Committee.

All parties should ensure that disputes over rights and any other issues that may lead to conflicts are clarified as early as possible to avoid delays in the PhD candidate’s project.

4.3 Mid-way Evaluation

The Faculty of Medicine has developed its own guidelines for the mid-way evaluation. The departments may also have their own procedures for implementation. If the mid-way evaluation reveals delays or other challenges, the department, through the research leader, must initiate follow-up within one month. Midway Evaluation | Faculty of Medicine.

4.4 Progress Reporting and Following-up of Progress Reporting

The PhD candidate and the main supervisor must each year submit separate and independent written reports on the progress of the PhD education (PhD regulations § 8). The departments follow up their candidates after the progress reporting each year. The research leader and the administrative officer at the department are responsible for reviewing the reports, and the research leader is responsible for following up candidates who report poor progress or other conditions that require intervention. The PhD programme committee reviews the departments’ summary reports each year as part of the quality assurance work.

4.5 The Training Component

The training component at the Faculty of Medicine is 30 credits in accordance with PhD regulations § 7-2.

In addition to the credit-bearing activities, the candidate must complete an e-course on the Processing of Personal Data in Medical and Health Research upon admission: https://mitt.uib.no/courses/23681

At the Faculty of Medicine, candidates must take a mandatory basic course in ethics and health research. The mid-way evaluation is also mandatory. The training component must include scientific dissemination of the PhD project.

The animal experimentation course is mandatory for candidates who will work with experimental animals.

A maximum of 10 credits can be courses at the Master’s level and these courses cannot be older than 5 years. 

Maximum 10 credits can be courses at Master’s level. The rest of the training component must consist of activities at PhD level and specialist training level for candidates in dentistry.

As a rule, the training component should be completed and approved at least six months before the planned submission.

See also the Faculty’s Guidelines for the Calculation of Credits in the Training Component: Training component - PhD | Faculty of Medicine.

4.6 The Thesis

A doctoral thesis must be of a high international academic standard and have a scope equivalent to 2.5 years of full-time equivalents. Theses at the Faculty of Medicine can be written as a monograph or be based on several sub-studies that are published or planned to be published.

If a sub-study has not been submitted to a peer-reviewed journal at the time of submission, the publication plan must be included in the co-authorship declaration.

One must adhere to the Norwegian national register of scientific publication channels: Search in Norwegian List | Norwegian Register. Articles published elsewhere should not be included in a PhD thesis

If the thesis is based on several sub-studies, the issues and conclusions presented in the sub-studies must be presented in a comprehensive perspective in the compilation, thereby documenting the coherence of the thesis.

The Faculty has its own guidelines for monographs, which are described here: Guidance on Doctoral Theses at the Faculty of Medicine | Faculty of Medicine.

Regardless of the format, the thesis must contribute to the development of new academic knowledge and be at a level that suggests the research could be published as part of the scientific literature in the field. A sub-work can be included in two theses if each candidate’s contribution is well-defined and delineated .

The thesis should preferably be written in English. Theses in Norwegian, Swedish, or Danish are also accepted for evaluation.

Refer to the Faculty’s guidelines regarding the requirements for doctoral theses: Guidance on Doctoral Theses at the Faculty of Medicine | Faculty of Medicine.

5.1 Submission and Evaluation

Before submitting the thesis, the compilation for article-based PhD theses must be analyzed using the text recognition system that the institution has an agreement with. The compilation here refers to the introduction to the published articles. Monographs are run through the program in their entirety.

The candidate is responsible for submitting their thesis and applying for evaluation using the application form to the department, which formally applies for submission on behalf of the candidate. The candidate generally submits the thesis electronically as a single PDF file. Other forms of submission can be arranged in advance with the department receiving the thesis

The main supervisor must submit a proposal for the evaluation committee and an explanation of co-authorship (for article-based theses) on a prescribed form to the department. Proposed opponents should be active researchers. If emeriti are proposed as opponents, they must be active in the research field and have a formal affiliation with a higher education institution. The candidate must submit documents for the relevant ethical approvals for the PhD project along with the application for evaluation of the thesis

The department is responsible for sending the thesis to the Faculty and must ensure that all formalities are in order and recommend the evaluation committee before forwarding.

Candidates who have been withdrawn from the doctoral program but who, according to the PhD regulations, have the right to submit their thesis, are responsible for obtaining co-author declarations from the former main supervisor or other key representatives of the co-authors. If the department recommends the submission, this should be indicated by the department signing the application for submission and presenting a proposal for the evaluation committee. If the department does not recommend the submission, the candidate can submit their thesis directly to the Faculty, without the signature from the department/supervisor and without a proposal for the evaluation committee. The Faculty will then contact the department and request a proposal for the evaluation committee.

The Faculty may decide to allow minor revisions of thethesis according to PhD regulations § 11-4. In such cases, the candidate must submit the revised thesis within a new deadline set by the Faculty. If the candidate does not submit the revised thesis within the deadline set by the Faculty, the committee shall recommend that the Faculty itself overrule the thesis ref. PhD regulations §11-4 (4).

The committee chair is responsible for reporting the tentative date for the defense. The date must be reported to the Faculty no later than one month after the committee has received the thesis The date for the defense must be more than ten weeks after the submission is received by the Faculty and must be planned so that the recommendation can be ready at least four weeks before the defense.

The defense must be held within the academic year and cannot be held from week 26 to week 33, from December 20 to January 5, or during Easter week. For further procedures at completion, refer to the Faculty’s website: The thesis, submission and public defence | Faculty of Medicine.

For detailed rules and procedures on evaluation, refer to the Faculty’s guidelines for the evaluation of doctoral degrees at the Faculty of Medicine: Guidelines for the Assessment Process of the Doctoral Degree | Faculty of Medicine.
 

5.2 Correction of Formal Errors

Applications for correcting formal errors can be submitted to the Faculty in accordance with the provisions of the PhD regulations. If the application is approved, the errors can be corrected in the version of the thesis to be published. A list of corrections (errata list) must accompany the printed thesis and can be printed at the back of the thesis or included as an insert.

Errors of a substantial nature or that may affect whether the thesis can be approved cannot be corrected.

Formal errors include the correction of typographical and language errors, missing punctuation, correction of references, page layout, text formatting, etc. Correcting formal errors means that the text can be made more meaningful or linguistically correct, but the content of the text cannot be specified or changed. Changes in tables are not approved as errata.

The provision that no substantial changes can be made also applies if the candidate, before the defense, receives notification that a submitted article has been approved or published by a publisher, but in a revised form. It is the submitted article manuscript that shall form the basis of the defense, but the candidate may refer to the final journal article in the preface of the thesis printed for the defense.

5.3 Language of the Trial lecture and Defence

The trial lecture and defense must be conducted entirely in one language, usually in the language in which the thesis is written.

6.1 Evaluation Scheme for the PhD Programme

The Faculty is responsible for the elements of the quality assurance system that are delegated to the program level. The Program Committee for Research Education follows up on this responsibility in collaboration with the Faculty leadership.

6.2 Composition of the Programme Committee

The Program Committee consists of the chair, the Chair of The Medical Student Research Programme at The Faculty of Medicine, the academic coordinator for the PhD programme, 1 research-school leader, 2 academic staff members, 1 PhD candidate, 1 student, and 1 observer from the Helse Vest cooperation organization/(representative from the working life). The Faculty administration serves as the secretary for the Program Committee.

6.3 Course Evaluation

All regular courses at the PhD level at the Faculty of Medicine must be evaluated every three years or every third time the course is taught. The departments responsible for conducting each course are responsible for carrying out the evaluation and reporting to the Program Committee within the set deadline.

6.4 Evaluation of the Framework of the Training Component and Course Portfolio

The Program Committee assesses the framework for the training component and the scope of the course portfolio as needed, including the need to change the framework, establish, or discontinue courses.

6.5 PhD Education Report

The PhD education report is prepared annually by the Faculty based on the reports from the departments and serves as a basis for assessing whether measures should be taken in the PhD programme.

6.6 Progress Reporting

The annual progress reports from each candidate and main supervisor are reviewed by the departments, which decide on follow-up and implementation of measures in the individual PhD. program. The Program Committee for Research Education reviews the departments’ summary reports and assesses the need for systematic measures for development.

6.7 Mid-way Evaluation

The mid-way evaluation provides an overview of the progress in the individual PhD programme and should identify any delays relative to the planned progress. The research leader at the department to which the candidate is affiliated is responsible for following up on candidates where concerning progress is identified in the mid-term evaluation.

6.8 Candidate Survey

All completed candidates can evaluate the PhD programme in connection with the doctoral ceremony. The Faculty analyzes the results of the candidate survey with a view to potential measures for the development of the PhD programme.

6.9 Programme Evaluation

An external committee, appointed by the Faculty, will review the entirety of the PhD programme every six years: information to potential applicants, admission, measures during the program, and the quality of the completed research.