Information concerning COVID-19

As a PhD student enrolled at the Graduate School you must always follow the COVID-19 guidelines issued from  

The Graduate School has made the following guidelines under the current COVID-19 situation. These guidelines will be regularly updated.

Updated 1 June at 9.00.

PhD Defence

 

 

 

As of 16 June 2021 you are allowed to conduct a digital defence with partly physical presence at both UCPH locations and locations outside of UCPH. Read more under “digital defence with partly physical presence”.

Digital defence

Please note that the PhD student has to consent to a digital defence, and the assessment committee should also agree to this.

The defence has to be held within the "Guidelines for PhD defence proceedings of digital defences and digital defences with partly physical presence".

It is the principal supervisor’s and the PhD student’s responsibility to plan the defence. They will have to appoint one person (e.g. the chair of the defence) who will guide through the basic use of the IT technical solution, e.g. switch on/off of the microphone and camera during the defence. The chairperson is required to pause the defence if the technology is not working or if there are other problems, and to postpone the defence if the problems cannot be solved.

What to do if you want to hold a digital defence

If you want a digital defence or a digital defence with partly physical presence, we kindly ask you to submit the form "Information regarding the PhD defence and the PhD certificate" no later than 3 weeks before the defence.

Be prepared to answer the following questions:  

  • Information regarding the chosen digital platform
  • The direct link for the defence
  • The meeting ID for the defence, if any
  • The password for the defence, if any
  • Information on the exact time for the defence
  • Information on who will guide through the basic use of the IT technical solution during the defence

We also ask you to confirm, that

 

 

As of 16 June 2021, it is possible to conduct a digital defence with partly physical presence both at the premises of the University of Copenhagen and other premises, such as your place of employment. Please note that it is your own responsibility that the digital defence with partly physical presence can be conducted in full compliance with all local and governmental guidelines related to COVID-19. Please be aware that some locations, e.g. hospitals, might have very strict local guidelines regarding assemblies, hygiene and social distancing.

All digital defences with partly physical presence must be approved by the Head of the Graduate School, see more information below.

What is a digital defence with partly physical presence?

A digital defence with partly physical presence is a digital defence conducted from a room with a number of persons being physically present. As a minimum, the PhD student and the chairperson have to be present at a digital defence with partly physical presence. The defence has to be conducted as a digital defence using a digital platform, e.g. Zoom or Teams, and the main focus during the defence should be on the audience following the defence digitally. The PhD student has to present the Power Point Presentation directly at the digital platform, and all questions should be asked at the digital platform via the microphone or the chat function.

Please note that the PhD student has to consent to a digital defence with partly physical presence, and the assessment committee has to agree to this as well.

The defence has to be held within the "Guidelines for PhD defence proceedings of digital defences and digital defences with partly physical presence".

It is the principal supervisor’s and the PhD student’s responsibility to plan the defence. They will have to appoint one person (e.g. the chair of the defence) who will guide through the basic use of the IT technical solution, e.g. switch on/off of the microphone and camera during the defence. The chairperson is required to pause the defence if the technology is not working or if there are other problems, and to postpone the defence if the problems cannot be solved.

Please note that all physical attendants for the digital defences with partly physical presence must be registered before the defence to ensure that the capacity of the room is not exceeded.

If the capacity is reached, any additional requests to attend the defence, must be referred to attendance via the digital platform.

Also, physical attendants may be asked for coronapass and to wear facemasks. There may also be other local restrictions due to COVID-19.

What to do if you want to hold a digital defence with partly physical presence

If you want a digital defence or a digital defence with partly physical presence, we kindly ask you to submit the form "Information regarding the PhD defence and the PhD certificate" no later than 3 weeks before the defence.

Be prepared to answer the following questions:  

  • Information on the exact time for the defence
  • Information regarding the chosen digital platform
  • The direct link for the defence
  • The meeting ID for the defence, if any
  • The password for the defence, if any
  • Information on who will guide through the basic use of the IT technical solution during the defence
  • Place for the physical PhD defence (including room, building, address, postal code and city)
  • Information on name and email for the person appointed to receive the attendees for the defence in the reception (if the defence takes place at SUND)
  • Which members of the assessment committee participate via the digital solution

We also ask you to confirm, that

Rules applying to digital defences with partly physical presence held at Panum after 16 June 2021

  • The room booked for the defence must be able to accommodate the number of registered attendees.

  • All who wish to attend the PhD defence must be registered on a list. When announcing the defence, the Graduate School will inform how one can be registered as an attendee and it will be the responsibility of the student/principal supervisor to administer the list.

  • A person must be appointed to stand in the reception and let in the registered attendees as well as inform them of the COVID-19 regulations.

  • All attendees must have a negative coronatest or a valid corona passport to participate at the defence.

  • As of 16 June, it is also possible to host an indoor reception with up to 100 participants after a PhD defence. Drinks and food are permitted, but the food cannot be served as a buffet. Regarding alcoholic beverages, only beer and wine are allowed. 

 

 

 

 

We recommend that you use the programme Microsoft Teams via Office365 or Zoom to hold the defence. All UCPH staff and students have access to the programme Microsoft Teams via Office365 and to the programme Zoom through a UCPH license. Most of our PhD students prefer Zoom.

You may also use other programmes, but UCPH IT only supports the installation and setup of meetings in Teams and Zoom​. You will find guidelines for the use of Teams and Zoom on the Employee Guide at KU Net: https://kunet.ku.dk/employee-guide/Pages/IT/Teams.aspx 

If you choose to use Skype for Business, you can also find a guideline for this on KU Net: https://kunet.ku.dk/employee-guide/Pages/IT/SfB.aspx 

If you choose to use Zoom, we recommend to set up the meeting with a password. Remember to provide us with the password, as the defence has to be public and we then announce the defence including the password.

Regardless of the platform you use, please observe that it should be able to allow you to show your PowerPoint presentation, the assessment committee members to ask questions via microphone and the general audience to ask questions via microphone or chat function. Furthermore, it should provide a link to the conference meeting, which the Graduate School can post in the announcement of the defence.

We strongly recommend running a test defence with online colleagues/family/friends to confirm that it works for all roles (PhD student, chairperson, assessment committee and general audience) before you commit to execute your defence via a digital platform. 

For PhD students employed by a hospital in the Capital Region
PhD students enrolled at the Graduate School of Health and Medical Sciences and employed in the Capital Region (Region H) can install Zoom on a Region H computer via the Software shop at their workplace.

Please be aware that conducting a PhD defence requires that you log in to Zoom with your UCPH-user name, eg. abc123, and password since the Zoom access offered by the Capital Region is too limited. Please follow the the instructions from CIMT (in Danish only).

PhD students enrolled at Department of Clinical Medicine can contact The Graduate School directly at graduateschool@sund.ku.dk to re-activate their UCPH-user account.

For PhD students enrolled in any other department or center of The Faculty of Health and Medical Sciences

PhD students enrolled in any other department or center of The Faculty of Health and Medical Sciences should contact the administration of their department or center to re-activate their UCPH-user account.

Recommendations
Based on experences with digital defences so far, we have written some recommendations regarding digital defences. The recommendations are not obligatory actions, but are recommended to consider, as they have shown to be valuable in previous digital PhD defences. The recommendations are based on the use of Zoom, but can be applied for other digital platforms, as well.

 

 

 

PhD Courses

 

PhD courses may now be held physically. If a course is held in person, teachers and participants must comply with local and national guidelines regarding teaching.

It is still possible that PhD courses can be cancelled or postponed due to COVID-19. The Graduate School and the course organisers are working on finding the best possible solution for each course.

Please note that it is not possible to get compensation for travel and accommodation expenses lost due to cancelled PhD courses.

In addition, the COVID-19 situation does not in itself lead to an exemption from fulfilling the ECTS requirements of obtaining at least 28 ECTS.

All other situations regarding PhD courses and COVID-19 will be handled case-by-case by the Graduate School.

 

 

From 13 March 2020 until 31 August 2021, PhD students enrolled at SUND will temporarily have the possibility to complete and apply for approval of ECTS for courses offered by Coursera and edX. These courses must be completed before 1 September 2021 in order to be processed. 

Please note that certain rules apply, if you wish to apply for approval of ECTS for online courses:

  • The course must have scientific relevance to your PhD project and your principal supervisor must approve your participation.
  • You must attach a link to the course website in addition to the standard application material.
  • When calculating ECTS the Graduate School will follow the agreement of common practice of ECTS calculation, where 1 ECTS equals 25 working hours. In practice the Graduate School will divide the stated number of working hours to complete the course stated by the course provider with 25 to obtain the number of ECTS. 
  • You must upload a course certificate as proof that you successfully completed the course
  • The standard rules for reimbursement of course fees apply, and the maximum. reimbursement per course is DKK 1,800 per ECTS. However, for online courses which have been started after 13 March 2020 and completed before 1 September 2021, you can apply for reimbursement of all course fees, and the limit of reimbursement for only two external courses is temporarily suspended.
  • If you complete a number of online courses of less than 12 hours we kindly ask you to pool the courses and send them in one application to the Graduate School 

Approval is based on an individual assessment.

Apply for approval of ECTS for courses.

 

 

 

Extension and Delay

 

 

 

 

Regular Assessments and Stays Abroad

 

The Graduate School is aware that it is difficult to conduct regular assessment meetings at present due to the Covid-19 situation. However, if you are able to conduct the regular assessment meeting digitally, you are welcome to do so. 

Find more information on regular assessments here.

 

 

Change of research environment

If you are planning your change of research environment 

  • The Graduate School encourages you to follow the travel guidelines from:
  • The change of research environment is a requirement of the PhD Order part 7(2), section 3 according to which the PhD students must complete a stay in another research environment in order to obtain a PhD degree. At SUND, the requirement is a minimum of four weeks in total.
  • Both stays in Denmark and abroad are accepted, and the requirement can be made up of several shorter stays. Even a stay at another department at your place of employment or at the University of Copenhagen can be accepted as long as it is in a different research environment than your primary one. All applications for change of research environment are assessed on an individual basis.
  • It is possible to get an online change of research environment approved if you are on your last year of the PhD Programme. You must have a minimum of 37 hours of direct online interactions with the research environment that you are “visiting”. Direct online interactions can for example be one-on-one counseling, project meetings, group meetings, journal clubs etc. All applications for online change of research environment are assessed on an individual basis.
  • It is possible to apply for an exemption from the duration of your change of research environment, if you are in your last year of the PhD programme. It is possible to get a minimum of one week (5 working days or the equivalent of 37 hours of direct interaction) approved to fulfill the requirements. All applications for an exemption are assessed on an individual basis. Please send an application to graduateschool@sund.ku.dk
  • You can apply for financial support for a change of research environment that lasts a minimum of one week, instead of the normal 4 weeks, if you are in your last year of the PhD programme. The change of research environment has to be completed at a research institution abroad or in Denmark outside the Capital Region of Denmark or Region Zealand.
    On this webpage you can read about how to apply for financial support for a change of research environment.

     

If you have planned a change of research environment 

  • If you have arranged to complete a change of research environment in the near future, please follow the Ministry of Foreign Affairs of Denmark’s travel guideand guidelines from your workplace. For employees at UCPH, please follow the updates at KUnet.

  • If you – due to the Covid-19 situation – are prevented from completing your planned change of research environment, we ask you to send an email to the Graduate School, where you explain the situation. The Graduate School will handle all requests on a case-by-case basis.

  • If the financial support granted by the Graduate School has been lost due to Covid-19 situation and you have the possibility of completing another change of research environment, we recommend that you apply for financial support for your new stay. Applications will be handled on a case-by-case basis.

If you are abroad at the moment

If you are abroad at the moment in connection with your change of research environment, the Graduate School encourages you to follow the travel guidelines from

Useful links 

Find more information on change of research environment here.