Prior to thesis submission, all elements included in the required coursework must be successfully completed and approved by the faculty, according to the PhD regulations and specific requirements set 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 (the PhD contact person). Results from courses completed at NMBU are registered on an ongoing basis.
If you have completed the required coursework in accordance with the approved Education Plan:
- The PhD contact person at the faculty issues an electronic report (PhD candidate report, coursework FS990.001) for final approval.
If the completed academic coursework differs from the approved Education Plan:
- The PhD candidate must fill in and submit the form "Application for approval of completed coursework" (FORM 3.1).
The main supervisor sends (before the thesis submission) a proposal of the members of the evaluation committee (FORM 4.1). The proposal is processed and approved by the faculty and the Dean appoints the evaluation committee on behalf of the rector.
What to do if you want to include a published academic paper into the thesis?
- Include post-print versionen (version after the peer review, before the publisher's pdf-version) if the paper has been published in a subscription magazine.
See information and definition of post print, Publishers' permission to publish etc.
- Include the publisher's pdf-version if the paper already has been opened up for access on the internet (Gold Open Access or free access).
A description of the PhD thesis requirements may be found in the PhD regulations section 10.
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 firstname.lastname@example.org at the NMBU Library. The Thesis number must be allocated for the year of the public defence.
Submitting the thesis comprises the following to be sent at the same time:
- Submission form – PhD degree thesis (FORM 4.2), with a signature from the main supervisor recommending the thesis to be submitted for evaluation.
- "PhD candidate report, coursework FS990.001" or "Application for approval of completed coursework" (FORM 3.1), see above.
- An electronic version of the thesis (pdf). This electronic version will be archived by the faculty.
The following documents must be attached if relevant:
- Declaration of co-authorship for an article-based thesis for all manuscripts/articles written by more than one author (FORM 4.3).
- 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).
The faculty approves the proposal regarding the evaluation committee. A submitted thesis may not be withdrawn before a final decision has been made as to whether it merits a public defence.
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 (FORM 4.4) to the faculty no later than 25 working days before the planned public defence.
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, please download and fill in the press release form and submit it to the correct contact person listed in the form. The Communication Department from this information be able to prepare an article for the internet ahead of the public defence. Some advice on how to present your work to make the reader have a glimpse of the achievements and what has been done is given in the press release form.
A thesis must be printed exactly how it was submitted. The PhD candidate may, after submission and approved evaluation, apply to the faculty for permission to correct formal errors (errata) in the thesis. The application FORM 4.7 Errata must include a complete list of the errors that the PhD candidate wishes to correct, and must be submitted to the faculty at the latest 4 weeks before the planned disputation date. The corrections may only be made after the faculty has approved the errata, and given approval to print. An errata application can be made only once. The Evaluation Committee must be informed by the faculty about the approved errata.
The errata list must be inserted as the last page of the printed version of the thesis and included in the table of content.
It is allowed to correct the following formal errors:
- spelling and language mistakes that make the text linguistically incorrect
- punctuation and reference errors
- page layout, text format etc.
It is not allowed to:
- 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.
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 NMBU agreement. 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.
- Deliver 1 copy (or more) of the printed thesis and a pdf-verson of this printed final version incl. cover to the faculty. The number of copies will be agreed between the candidate and the faculty.
- Proof of upload into NMBU Brage of the final print version of the thesis (in pdf). (A description of how to upload below)
- The above will be archived by the faculty.
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 printed thesis must be publicly available two weeks before the public defence, cf. section 17 in the PhD regulations.
- The thesis will be made public in the submitted form, but with errata, cf section 15.3 in the PhD regulations)
- No restrictions may be placed on the doctoral thesis being made publicly available, with the exception of 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.
(cf. section 17.3 in the PhD regulations)
Making the thesis electronically available in NMBU Brage will consist of the following three steps:
- 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.
- Once the public defence is approved the University Library/NMBU Brage will assess the uploaded version of the thesis. The University Library will always take into account the PhD candidate requirements, and also to those limitations that the publisher has set for the articles and similar.
- The thesis will be electronically available on the internet at the given time set by the PhD candidate during the upload. The thesis will not be possible to find by searches online or available before this given date.
Contact the University Library for more information. email@example.com
- 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 evaluation committee uses a standard form to approve and evaluate the thesis, the trial lecture and the public defence (FORM 4.5)
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. Certificates shall state 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.
NMBU holds a doctoral degree ceremony for graduated PhD candidates once a year in September.