Finalisation

Step by step description of submission, assessment and printing of a doctoral thesis

  • The PhD candidate must within agreed deadline submit the thesis to the faculty and apply for evaluation
  • Prior to thesis submission, all elements included in the required coursework must be successfully completed and approved by the faculty 
  • The faculty, by the dean, appoints an evaluation committee based on the proposal of the main supervisor
  • Once the thesis is approved for defense, it can be sent to printing 
  • The approved thesis must be made publicly available before the public defense

Approval of the completed required coursework

Prior to thesis submission, all elements included in the required coursework must be successfully completed and approved by the faculty. Transcript of records/ diplomas from external education (i.e. coursework conducted outside NMBU), must be submitted for approval and registration, to the faculty PhD adviser. Results from courses completed at NMBU are registered on an ongoing basis. If the completed academic coursework differs from the approved Education Plan, the PhD candidate must fill in and submit the form NMBU 3.1 Application for approval of completed coursework (link to PhD forms).

Submitting the thesis

See PhD regulations section 10 for the thesis requirements.

The PhD candidate must within agreed deadline submit the thesis to the faculty and apply for evaluation. Before submission the PhD candidate orders a set of prescribed numbers for the thesis; "ISBN-nr, ISSN-nr og Thesis number", by sending an e-mail to biblioteket@nmbu.no at the NMBU Library. The Thesis number must be allocated for the year of the public defence.

The PhD candidate must submit the following to the faculty:
  • NMBU 4.2 Submission form (lenke), with a confirmation from the main supervisor recommending the thesis to be evaluated.
  • "PhD candidate report, coursework FS990.001" OR  NMBU 3.1 Application for approval of completed coursework (link to PhD forms) (see above).
  • An electronic version of the thesis in PDF-format. This electronic version will be archived by the faculty.
The following documents must be attached if relevant:
  • NMBU 4.3 Declaration of co-authorship (link to PhD forms) for an article-based thesis for all manuscripts/ articles.
  • A statement from the main supervisor to clarify which parts of the thesis constitute the candidate’s own contribution in a joint work (a joint work is defined as one thesis with several candidates as co-authors).
  • Documentation that the necessary authorisations have been obtained, i.e. obtaining permission to self-archive the article in the open archive "Brage" at NMBU (more information below and on the Library's own page with information about Brage).

Declaration of co-authorship 

In a thesis involving several co-authors, a signed statement NMBU 4.3 Co-author's statement (link to PhD forms) must be follow the submission. The statement should describe the candidate and the individual co-author's efforts in each manuscript/ article. If an article has previously been used in a thesis or is intended to be used in a future thesis, the division of work between the various PhD candidates' contributions must be described in particular.

Evaluation of the thesis

Appointment of the evaluation committee

The main supervisor sends (before the thesis submission) a proposal of the members of the evaluation committee - NMBU 4.1 Proposal for Evaluation Committee (link to PhD forms). The proposal is processed and approved by the faculty and the Dean appoints the evaluation committee on behalf of the rector.

The PhD candidate must be informed of the proposed composition of the evaluation committee and be given an opportunity to comment this in writing no later than five working days after being informed. The Faculty decides how any comments will be dealt with.

Evaluation

After submission, the thesis will be sent to the evaluation committee.

The committee shall reach a conclusion as to whether:

  • The thesis merits a public defence without any changes.
  • The thesis merits defence but contains minor defects that must be rectified before the defence takes place. The PhD candidate is then given a deadline of three months to rework the thesis. The evaluation committee must submit its final recommendation within six weeks of receiving the revised thesis.
  • The thesis is not approved. A non-approved PhD thesis may be evaluated in a revised version at the earliest six (6) months after the faculty's decision.

The evaluation committee submits its recommendation NMBU 4.4 Assessment of thesis (link to PhD forms) to the faculty no later than 25 working days before the planned date of the public defence.

Printing of the approved thesis

The final version of the thesis is printed when the evaluation committee has approved the thesis for public defence. Before it is printed, formal errors (errata) can be corrected.

Errata

A thesis must be printed exactly how it was submitted. The PhD candidate can apply once to the Faculty for permission to correct formal errors (errata) in the approved thesis to be made public. The application NMBU 4.6 Errata (lenke) must include an errata list, showing the corrections the candidate wishes to make to the thesis. The deadline to apply to correct formal errors is five working days after the candidate has received the evaluation committee’s recommendation.

The Evaluation Committee must be informed by the faculty about the approved errata.

Allowed corrections of the following formal errors: 

  • Spelling and language mistakes that make the text linguistically incorrect
  • Punctuation and reference errors 
  • Page layout, text format etc.

Not allowed corrections:

  • Specify or change the meaning of the text
  • Make changes to the content of tables
  • Change version or change status in manuscripts/ articles in your PhD thesis. For example, an article with the status "in press" cannot be exchanged with a journal's printed version, and change status to "published" prior to printing.
Printing the thesis

The final version of the thesis is printed when the evaluation committee has approved the thesis for public defence. Follow the guidelines in "Printing the thesis". The PhD candidate orders the printing by sending an email to a printer company with the purchase order form attached (from the guidelines in "Printing the thesis"). Purchase order number ("Ressursnummer") must be given when ordering for further processing. The printer company will have the correct NMBU official templates and design for the thesis cover. The printers will produce the number of theses set by the candidate and will send an electronic PDF-version of the thesis as it will be printed to the PhD candidate.

If the thesis is to be printed in Norwegian, or if you are to hold a public defence for the Dr. Philos. degree, you must make this clear to the printers so that they choose the correct template.

Printed copies will be distributed by the printer company to the National Library of Norway (5 copies) and to the University Library (1 copy). The 6 copies will be taken from the total number of copies ordered.

Compulsory deliveries, printed version to the faculty
  • Deliver 1 copy (or more) of the printed thesis, and a PDF-verson of this printed final version to the faculty. The number of copies will be agreed between the candidate and the faculty.
  • Proof of upload to NMBU Brage of the final print version (in PDF). (A description of how to upload below)
  • The above will be archived by the faculty.

Press Release

NMBU wish to make the work known to a broader audience than the university itself. As soon as the thesis is approved by the Evaluation Committee, the PhD candidate can download and fill in the press release form and submit it to the correct contact person listed in the form. The Communication Department will be able to prepare an article for the internet ahead of the public defence. Some advice on how to present the work to give a glimpse of the achievements and what has been done is given in the press release form.

Accessibility - Publicising the thesis

The printed thesis must be publicly available two weeks before the public defence (cf. section 17 in the PhD regulations). No restrictions may be placed on the doctoral thesis to avoid making it publicly available, except for a previously agreed postponement of the public release date. An external party is not entitled to demand that the whole or parts of the PhD thesis be exempt from public access (cf. section 6.1 in the PhD regulations).

Making the thesis electronically available in NMBU Brage

The PhD thesis will be made electronically available through Brage - NMBU's institutional research archive (link). Accessibility in Brage makes the research results generated by the PhD candidate more visible for the research environments nationally and internationally. The thesis is stored in Brage and will always be accessible through a permanent URL.

Making the thesis electronically available in NMBU Brage will consist of the following three steps:

  1. The PhD candidate uploads the printers PDF- version of the thesis in NMBU Brage before the public defence. The candidate may at this point have opportunity to delay electronic publicising by two (2) years from the date of the public defence (ex. if manuscrips is included in the thesis).
  2. Once the public defence is approved, the University Library/ NMBU Brage will assess the uploaded version of the thesis. The University Library will always consider the PhD candidate requirements, and also to those limitations that the publisher has set for the articles.
  3. The thesis will be electronically available on internet at the given time set by the PhD candidate during the upload. The thesis will not be available before this given date.

Description of how to upload the printed thesis file - click on this link.

Contact the University Library for more information at brage@nmbu.no.

Archiving and accessibility of research data

The research data on which the thesis is based must comply with the FAIR principles (Findable, Accessible, Interoperable, and Reusable) and be as open as possible and as closed as necessary (cf. NMBU Guidelines for Research Data Management). NMBU Open Research Data (lenke) or corresponding research data archives must be used for archiving and to make research data accessible.

 

Doctoral degree examination

When your thesis has been approved and published, you are ready for the doctoral degree examination. The doctoral degree examination consists of two parts: The trial lecture and The public defence. 

The faculty will make an announcement for the trial lecture and the public defence. If you have not done this already, you must at the latest 4 weeks ahead of the public defence, fill in and deliver the press release form to the correct recipient from the list in the form so that your work can have correct announcement.

The trial lecture

After the thesis has been submitted and before the public defence, the PhD candidate must give a trial lecture on a specified topic. This is an independent part of the doctoral exam. The purpose of the trial lecture is to test the PhD candidate's ability to acquire knowledge over and above the topic of the thesis, and the ability to convey this knowledge in a lecture setting. The lecture should last for 45 minutes. The academic level of the lecture must be suited to master's degree students or students in the final phase of a five-year programme of professional study.

The title of the trial lecture is to be decided by the evaluation committee and communicated to the PhD candidate 10 working days before the lecture takes place. The topic of the lecture should not be directly linked to the specific topic of the thesis. The trial lecture must be held in English or Norwegian unless another language is approved.

The Faculty decides when the trial lecture will take place. It can be held in connection with (the day before or on the same day as) the public defence or earlier. If the trial lecture is held in connection with the public defence, the evaluation committee assesses the trial lecture (see below). For a trial lecture held earlier, the Faculty appoints a separate committee to evaluate the trial lecture using NMBU 4.5a Statement from the internal committee for a trial lecture held separately from the disputation (link to PhD forms).

The trial lecture must be passed before the public defence of the thesis may take place.

The public defence

The public defence of the thesis must take place within two months of the Faculty having approved it for public defence. The public defence is to be a scholarly discussion between the opponents and the PhD candidate on the formulation of research questions, the methodological, empirical and theoretical basis of the thesis, and the documentation and form of presentation. Particular emphasis should be placed on testing the tenability of important conclusions drawn by the PhD candidate in the thesis. The questions the opponents choose to pursue need not be limited to those discussed in the committee’s statement on the thesis. After both opponents have concluded their questioning and the PhD candidate have been given the opportunity to defend the thesis, members of the audience must be given the opportunity to comment ex auditorio.

If the trial lecture is not held in connection with the public defense, the evaluation committee assesses public defense on prescribed form NMBU 4.5b Assessment of public defense (link to PhD forms).

If the trial lecture is held in the context of the defense, the evaluation committee assesses trial lecture and defense on a prescribed form. NMBU 4.5c Assessment of trial lecture and defense (link to PhD forms).

Certificate / Diploma and degree ceremony

Once the academic training, thesis, trial lecture and public defence of the thesis have been approved, the degree of Philosophiae Doctor (PhD) will be conferred on the PhD candidate by the Rector. PhD Certificates / Diplomas are issued on an ongoing basis, and will give the area of specialisation, the title of the thesis, the topic of the trial lecture, courses included in the approved academic training, the names of the supervisors and of the members of the evaluation committee. There are several persons involved in the document issue, hence it will take a few days to complete.

NMBU holds a doctoral degree ceremony for graduated PhD candidates once a year in September.  

The date has been set for 2020: Friday 18th September 2020.

The doctoral degree ceremony 20th September 2019.

The doctoral degree ceremony 21th September 2018

PhD celebration dinner and tax deduction

Some of the expences may be tax deductable: "If you are working towards a PhD, you will be entitled to a deduction for your expenses in connection with printing and your PhD dinner."

Read about the deduction for PhD expenses here (link to the Norwegian Tax Administration).

You will only be entitled to a deduction for the dinner for supervisor(s), evaluation committee, etc. No deduction will be given for food expenses relating to family and friends. You enter the deduction in your tax return. You do not need to send any documentation for the deduction, but you must be able to present documentation (receipts and list of participants) if the Norwegian Tax Administration asks for it.

Published 16. December 2014 - 14:48 - Updated 2. July 2020 - 14:05