Short guide to the PhD education process

1. Application and admission

PhD fellows at NMBU

  • PhD fellows (employed in a 1017 PhD posistion) are admitted to the PhD programme in connection with employment
  • The PhD advisors register the PhD fellow in the student system FS and in P360 
  • You (the PhD fellow) submit a proposal for the appointment of supervisors at start-up or together with the PhD agreement to the PhD advisors:
  • Within four (4) month after start-up you submit the NMBU 1.2 PhD contract, the NMBU 1.3 Education plan and Data Management Plan to the PhD advisors. See below.
  • The individual education plan must include a project description

External candidates

  • Within two (2) month after start-up: You (the external PhD candidate) fill in NMBU 1.1 Application for admission in collaboration with your supervisors and send the completed form, supporting documents and project outline (1-3 pages) electronically to
  • The application must be submitted within one of the following deadlines: 1 January, 1 March, 1 May, 1 June, 15, August, 1 October or 1 December. The PhD council evaluates the application mid-month.
  • The member representing your Faculty in the PhD council evaluates your application and presents this to the PhD council.
  • The PhD council considers/passes your application.
  • The Faculty issues the admission letter and registrer you in the student system FS.

 At the latest four (4) months after start-up date:

The PhD contract, education plan and data management plan

  • You have to formalise the admission to the PhD programme through a written agreement (NMBU 1.2 PhD contract), an individual education plan (NMBU 1.3 Education plan) and a Data Management Plan no later that four months after start-up.
  • The individual education plan must include a project description (3-5 pages).
  • You have to fill in the contract and plans in cooperation with your supervisors. The PhD contract must be signed by all the supervisors, the Head of Department at NMBU and any external parties.
  • You submit the contract and the plans electronically to the PhD advisors:
  • The PhD council will assess the contract and plans.
  • The PhD advisors files the contract and plans in P360.

2. Implementation

  • You have to fill in the progress report (FORM 2.1.1) and send this form electronically to your Department within 15 January every calendar year.
  • If there are any changes to the contract period, or to the supervisory team, you have to apply for this by sending FORM 2.1.2 or FORM 2.3 electronically to the Departement.

3. Required coursework

  • You enroll for courses on the NMBU Student Web or by contacting the student information center (SiT). If you have questions about the PhD Courses at NMBU School of Veterinary Medicine, please contact the PhD advisor ( at Campus Adamstuen.
  • Mandatory PhD courses at Campus Adamstuen are VET400 Introduction to biomedical research, VET420 Midterm course and VET421 Midterm evaluation.
  • All PhD courses at Campus Adamstuen start with the code VET.

If there is need of making changes to the required course part of the education plan, you must submit FORM 2.2 electronically to the Faculty. This must be done before the course is completed.

Introductory seminar, midterm evaluation and final seminar

Introductory seminar:

  • You must present your PhD project at an introductory seminar within six months after start up.
  • Your main supervisor facilitates this seminar.
  • Your main supervisor must send a confirmation by e-mail to the PhD-advisor when the introductory seminar is completed.
  • Please remember to include the completed introductory seminar in the progress report.

Midterm evaluation:

Final seminar:

  • Your supervisor and Head of Department are responsible for arranging the final seminar before you hold the trial lecture and public defense.
  • Your main supervisor must send a confirmation by e-mail to the PhD advisor when the final seminar is completed.

Procedures for PhD seminars

 Approval of educational component:

  • Before you can submit your thesis for evaluation, the educational component must be approved. The educational component is approved based on documentation for all completed courses.
  • Submit documentation for external courses and presentations to the PhD advisor ( at Campus Adamstuen for registrations in the student system (FS). Please note that we prefer that you send this together with the application for approval of the educational component.
  • You do not need documentation for courses completed at NMBU as they are registered consecutive.
  • If the educational component differs from your original (and approved) education plan, you need to submit the form "Application for approval of completed coursework" (FORM 3.1). 
    - Submit the form electronically to the PhD advisors ( along with transcript(s) of records / proof of completed educational components.

4. Finalization

  • Your main supervisor fills in the FORM 4.1 “Proposal for members of evaluation committee” and sends this electronically to the Head of your Department.
  • You fill in the submission form (FORM 4.2), and submit this form and one example of your thesis to the Head of your Department.
  • You order a set of prescribed numbers for your thesis; “ISBN-nr. ISSN-nr og Thesis-nr” by sending an email to the NMBU LIbrary

Submission of thesis:

  • After the Head of your Department has approved and signed the submission form (see above), you submit the following to the PhD advisors ( at the Faculty:
         - The submission form (signed by the Head of Department)
         - Five (5) copies of the thesis
         - Electronic version (PDF) of the thesis
         - Co-author declarations (FORM 4.3)
         - Approval of completed coursework

After submission:

  • The evaluation committee submits its recommendation (FORM 4.4) to the PhD advisor no later than 25 working days before the planned public defence. After approval from the leader of the PhD Committee, the PhD advisor sends you the report.
  • If the report is positive you order the printing of the thesis, please see here.
  • You may apply for permission to correct formal errors in the approved thesis by using Form 4.7. Errata. The application must include a complete list of the errors that you wish to correct. Send the application to the PhD advisor less than four weeks within the planned public defence date. You have to wait for the faculty's approval before you correct the errors.
  • You also fill in a press release form and submit it to the Communication Department:
  • The PhD advisor sends you the topic of the trial lecture 10 working days before the date of the trial lecture and defence
  • You deliver 70 copies of the thesis to PhD advisor at Campus Adamstuen one week before the public defence
  • The evaluation committee fills in a statement (FORM 4.5 ) and submits this to the PhD advisor after the public defence. You will receive a letter of assignment of the PhD degree.
  • The Research Department sends you the Diploma by post.

You will be invited to attend the doctoral degree ceremony the following autumn (late September).

Published 1. July 2015 - 15:04 - Updated 9. July 2021 - 11:17