PHD HANDBOOK

TABLE OF CONTENTS

GETTING STARTED................................................................................................................4 STARTING YOUR STUDIES.................................................................................................8 WORK DUTIES AS A PHD RESEARCH SCHOLAR..................................................9 THE NHH LIBRARY................................................................................................................10 THESIS AND RESEARCH....................................................................................................12 STAYS ABROAD - FUNDING AND SCHOLARSHIPS.............................................13 SUBMITTING YOUR THESIS.............................................................................................14

NORWEGIAN SCHOOL OF ECONOMICS

GETTING STARTED

When starting your PhD studies there are two documents you must read carefully; the PhD regulations and the PhD agreement. You will receive printed copies of these at the beginnning of the semester. This handbook is also available online at http://www.nhh.no/phd. YOUR EMPLOYMENT AT NHH Responsible unit: Your department and the HR office As a PhD research scolar at NHH you are both a student and an employee. Normally you are employed for 4 years. Before your employment period commences you will receive a standard contract of employment and a personnel form. Signed copies must be delivered before the date of commencement. For non-Norwegian residents there are some important documents that have to be obtained before starting the employment period at NHH; recidence and work permit, a national identication number (D-number), and a tax deduction card. You are welcome to contact your department or the HR office for assistance. RESIDENCE AND WORK PERMIT In order to work in Norway you must obtain a residence and work permit. You can apply at The Norwegian Directorate of Immigrations (UDI) website: http://www.udi.no/Norwegian-Directorate-of-Immigration/Central-topics/Workand-residence/ If you are a European citizen of an EU / EEA / EFTA country, you do not need to apply for a residence permit. However, you have to register. Please see UDIs website for more information: http://www.udi.no/Norwegian-Directorate-of-Immigration/Central-topics/Workand-residence/Work-and-residence-EUEEAEFTA-citizens/ When you arrive in Bergen, you must register in person at the main police station during the rst days after your arrival. If your family is coming with you to Norway, all family members must register together. We recommend that you do this early in the morning. The main police station is located at Allehelgens gate 6 in the centre of Bergen.

NATIONAL IDENTIFICATION NUMBER AND TAX DEDUCTION CARD All Norwegian residents need a national identication number (D-number). This number is used for identication to public authorities. You also need it in order to receive salary, open a Norwegian bank account and pay taxes. The application for a tax deduction card for foreign nationals acts as an application for a D-number (if such a number has not been applied for earlier). The number is stated on your tax deduction card. If you already have a Norwegian D-number you must inform the tax office. If not they will make a requisition for you. A tax deduction card is a document showing how much tax your employer must deduct before paying your wages. The amount your employer deducts is called tax withholding or payroll withholding tax, and it is a prepayment of the tax that the tax authorities estimate you will have to pay. The nal stipulation of tax takes place in the year following the income year. The tax deduction card is valid for one year (calendar year). You are required to submit your valid tax deduction card to NHHs Finance and Accounting Office each year in January. To obtain a tax deduction card, you must go to the tax office and show proof of your identity. The tax office (Skattvest) is located in Nonnesetergaten 4, next to the central bus station. Please bring the following: Application for a tax deduction card. Fill in the form RF-1209 and submit it to the tax office (http://www.skatteetaten.no/en/International-pages/Felles-innholdbenyttes-i-ere-malgrupper/Forms/1209-Application-for-tax-card/) A valid passport. Foreign nationals must present a valid passport or other identity document approved for use as a travel document within the EU. For Nordic nationals it is sufficient to present a valid driving license and a transcript that is no more than three months old from the population register of your home country Employment contract or a written offer of employment

You are required to provide the tax office with your current postal address, and to notify them if any changes are made to this. If you return to your home country before you have received your tax return and/or tax settlement notice, you must inform the tax office and the tax collection office of your residential address in your home country. Please visit the Tax offices website for more information: http://www.skatteetaten.no/en/International-pages/. In order to start receiving your salary, you have to send your tax deduction card and your Norwegian bank account number to NHHs Finance and Accounting Office.

NORWEGIAN SCHOOL OF ECONOMICS

NORWEGIAN SCHOOL OF ECONOMICS

TEMPORARY HOUSING IN NHHS APARTMENTS AT HATLEBERG If you need temporary housing when you arrive in Bergen, NHH can provide accomodation. Please contact the HR Office at NHH for more information. YOUR ROLE AS A STAFF MEMBER AT NHH As a PhD research scholar you are a staff member of NHH, which means you are required to follow the regulations that apply for all NHH staff members. These regulations and more can be found in our Personnel Handbook. The handbook is currently in Norwegian only, please contact HR for enquiries and help to translate relevant sections. The handbook provides information regarding laws, guidelines, routines, rights and duties, and welfare arrangements. You will nd it on NHHs internal website Innsiden. PhD Research Scholars are expected to reside in Bergen during their contract period. Should you wish to spend time at another institution/location, you should rst clarify this with your advisor. It must also be formally approved in advance by your department. NHH uses the title Research Scholars for PhD students who are employed by and receive salary from the school. In cases when a PhD student is not (or no longer) employed by NHH, the title NHH PhD Student should be used. In both cases, NHH should always be stated as your affiliation on publications, in relation to conference participation etc. Please note that the affiliation does not change even if you are staying at other institutions for shorter or longer periods. PAYMENT Your salary is transferred into your bank account each month. PhD Research Scholars cannot have paid employment outside NHH during their contract period, unless this is approved by the department. VACATION All staff members at NHH are entitled to 25 days of vacation each calendar year. For PhD Research Scholars, the vacation is to be taken outside of the semester period, or at other times during which relevant academic activity does not take place.

ABSENCE In cases of illness, or other situations that prevent you from carrying out regular studies/work, you must notify your Department (and PDU). If you or your children are ill, and as a consequence you are not able to work, you must inform your employer/department, preferably by phone. If this period exceeds 8 calendar days you must present a doctors note to your employer. EURAXESS - NORWAY FOR RESEARCHERS The EURAXESS Norwegian portal is a useful resource for practical information, job and funding opportunities, recruitment and career development. All services are free of charge. The Research Council of Norway is the national coordinator of the EURAXESS portal. http://www.euraxess.no/prognett-euraxess/Home_page/1224067050882

NORWEGIAN SCHOOL OF ECONOMICS

NORWEGIAN SCHOOL OF ECONOMICS

STARTING YOUR STUDIES

WORK DUTIES AS A PHD RESEARCH SCHOLAR

Responsible unit: Your department and the Office of Research Administration SUPERVISOR When you start your studies at NHH you will be assigned a supervisor or a mentor to advise you on your studies and research. Some departments assign mentors for the rst year and then appoint a supervisor. You will also get at least one co-supervisor. At least one of the supervisors is appointed externally from another institution than NHH. COURSES The compulsary course load must be fullled as part of the PhD programme. Most of these courses are given at NHH or through the National Research School in Business Economics and Administration (NFB). Please nd the NHH courses and schedule at http://www.nhh.no/phdcourses. The National Research School in Business economics and Administration is a joint effort of 15 institutions in Norway to enhance the quality of the PhD education and to stimulate research. These objectives will be attained through a national and international collaboration on courses, seminars, supervision and research. NFB courses are often more narrow than NHH PhD courses. While NHH courses are given on a regular basis, NFB courses are often given only once or twice. NFBs web page is available at http://nfb.nhh.no/. At the start of your studies you will, in collaboration with your supervisor, set a plan for which courses you will be taking. These courses must be listed in your PhD agreement. If you make any changes in your course plan, you will need to revise your PhD agreement. NHH uses the ECTS credit system. A complete course load on PhD level ads up to 45 credits/ECTS. This amounts to 1,5 semesters of full time work. You need to have nalised your course work within the two rst years of your studies. It is also possible to take courses externally if so advised by your department. In order to register for courses, you must send an e-mail to phd@nhh.no. You will also get access to NHHs web based course platform: Its Learning. Furthermore, the PhD agreement regulates grade requirements. Grades are either given on an A-F scale or Pass/Not pass. Courses are divided into core courses and mandatory/elective courses. Normally, the grade point average for core courses is 3,5 or better (A=5, E=1, F=Not pass). All the mandatory and elective courses must normally be passed with a C (3,0) or better. Courses can only be retaken once.

Responsible unit: Your department. 25 per cent of your time is assigned to work duties at NHH. This amounts to 433 hours per year or a total of 1733 hours during your whole contract period. Your department is responsible for your work duties and you will need to contact the department to plan your work load each semester or academic year.

NORWEGIAN SCHOOL OF ECONOMICS

NORWEGIAN SCHOOL OF ECONOMICS

THE NHH LIBRARY

LOAN SERVICES You can borrow books using your NHH ID-card. Standard lending time is 4 weeks; renewals are possible. Standard regulations apply: http://nhh.no/en/library/about-the-library/rules-and-regulations.aspx. Journals and reference books are for use in the library. As a PhD-student, you can request interlibrary loans free of charge. Please note that you need an active library account in order to borrow books. The library front desk will set up and activate the account for you, after you have provided them with the following: NHH ID-card Department of employment Contact information (address, telephone number, e-mail)

The NHH library has launched the site PhD on track. This is a joint venture project between several university libraries which presents current information for new PhD students. On this site you will nd information about: Advanced search methodology Publishing and dissemination of results The Norwegian publication-based funding model Reference management General time-saving tips

Please visit http://www.phdontrack.com. OPEN ACCESS The NHH library is an active supporter of the Directory of Open Access Journals (DOAJ) initiative and can help you with issues concerning open access publishing. NHHs open institutional archive (BORA) is administrated by the library. NATIONAL RESEARCH INFORMATION SYSTEM NHH is part of the national CRIStin-system. Registering of publications, conference papers or other public appearances is mandatory. The library can help you with all issues concerning this system. CONTACT INFORMATION Phone: (55 9)5 94 11 E-mail: bib@nhh.no Web: http://nhh.no/en/library.aspx New books/subscriptions: bib-tilvekst@nhh.no

Your account is available online through the OPAC (http://ask.bibsys.no) after logging on to my page. Note that a new online public access catalog will be introduced in 2013. Check the library website for details. REQUESTS The NHH library encourages your requests for additions to the collection. Please contact the library front desk or send an e-mail if you would like to enquire a new book, a journal subscription or a database. You can also use the online form: http://nhh.no/en/library/book-suggestions.aspx. DATABASES AND E-RESOURCES Most of the databases and e-journals that NHH subscribe to are available from computers or portable devices connected through the NHH network; wired or wireless. Some special databases, like Datastream Advance or SDC Platinum, must be installed locally on the computer you wish to use for access. Please enquire at the library front desk for details, or ask your local IT-support. Printing or scanning is not available from the library printers. You have to use the printers or scanners available at your department. COURSES AND TRAINING The NHH library offers a wide range of courses. The courses are usually one-hour sessions with one or two attendees. Standard course subjects include: Basic use of the collection (using the OPAC and finding/lending books) Searching for literature Database suggestions Reference management

Please contact the library for any questions concerning courses, or use the online form: http://nhh.no/no/biblioteket/kurstilbud/kurs%C3%B8nsker.aspx.

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THESIS AND RESEARCH

STAYS ABROAD FUNDING AND SCHOLARSHIPS

Responsible unit: Your department. Most of your work as a PhD research scholar will be on research and writing your thesis. The thesis must be an independent scientic work of a high academic standard that meets the international publication standards within the subject. Your thesis can either be a monograph which is a self contained work or a collection of articles with an introduction. The thesis must be written in English and may contain co-authored work. The main milestone connected to your research project is the Proposal Defence/ Paper Defence. The Proposal Defence/Paper Defence is a presentation at a faculty seminar which includes a description of topic, research questions, theory and methods, and a plan for the thesis work or parts of the dissertation work (e.g. the rst paper). The Proposal Defence/Paper Defence should normally be held in the third semester and a committee will evaluate if you have passed or not. You will nd the guidelines for the The Proposal Defence/Paper Defence attached to the PhD agreement. CONFERENCES There are two annual conferences for all NHH PhD students; the NFB Research School Conference and the FIBE PhD Workshop. The purpose of the NFB Research School Conference is to enhance the quality of the doctoral education within business economics and administration, to strengthen and stimulate research and to develop the network among students and researchers. The NFB conference is held in August each year and the venue circulates between the member institutions. Doctoral students who present a paper at the conference, and who are members of NFB, will have their travel expenses covered by NFB. In connection with the FIBE conference which is held annually at NHH in January, there is a doctoral colloquium where PhDs can present and discuss their work. The colloquium offers doctoral students an opportunity to present and discuss their doctoral research with leading academics in their eld of research, as well as to interact with fellow doctoral students working with similar research problems. The doctoral colloquium is primarily for doctoral students in the rst or second year of the program. Those who are on a later stage in the doctoral program are encouraged to present their paper at a parallel session at FIBE. PROGRESS Responsible unit: Your department, The Doctoral Program Board (PDU) / Office of Research Administration. On the 1st of October each year you must submit a progress report to your department and the doctoral program board. This is done using a web based reporting system. Your department will send you the URL to access the system. In the progress report you list the courses you have taken, the conferences you have attended, papers you have submitted etc. You must also describe the progress of your research and thesis. Furthermore, you are asked to evaluate the courses you have taken and the PhD programme at NHH.

APPLYING FOR FUNDS Funding is available for stays at recognised foreign universities and participation at academic conferences and workshops for research/study purposes. It is also possible to apply for funds to academic events. The application for this funding is managed by the Funds Administration. The application deadlines are annually recurrent February 1st May 1st October 1st Before submitting the application it must be approved by your department and your supervisor. Please check the departments internal deadlines. Applications regarding stays at recognized foreign institutions in connection with doctoral degree studies must rst be approved by the department and the principal supervisor. The stay must meet the following criteria: An invitation must have been extended Participation in one or more academic activities organized by the host institution is required The stay must be for one semester or minimum four months The stays main objective must be to establish new contacts and contribute to academic development

PhD research scholars can also apply for funds to participate at recognized conferences or workshops. The applicant must meet one or more of the following criteria: Presentation of own work in contexts where a reasonable academic benet can be expected Research fellows/ doctoral students who participate in network building Applicants who are not research fellows or doctoral students must have a recommendation from a permanent employee in a research position at NHH

When attending a conference for the rst time, a research fellow/doctoral student may do so without submitting a paper. It must be substantiated that participation at the conference will yield a reasonable academic benet. In such cases, half of the sum applied for in travel and subsistence expenses will be covered by the fund. The department is requested to provide support for relevant remaining expenses. Before you start the application process you must read the fund guidelines carefully. Guidelines and the application form are available at the Fund Administrations web site http://www.nhh.no/funds. EXTERNAL SCHOLARSHIPS It is possible to apply for national and international scholarships. Many of the available scholarships have been gathered in the Norwegian Research Councils Euraxess database: http://www.euraxess.no/prognett-euraxess/Funding/1229697992538.

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SUBMITTING YOUR THESIS

Responsible unit: Your department, The doctoral program board/Office of research administration. After completing your thesis, you must submit it to the Office of Research Administration. Your thesis should be sent as one PDF document. There are no NHH document standards as you are encouraged to use the publication standards within your eld. Before sending your thesis you must make sure you have nished all your courses (45 ECTS) and that the course section of your PhD agreement is correct. If more than half of the works in your thesis are co-authored, your supervisor and co-authors will need to submit co-author declarations to the doctoral program board. NHH will appoint an evaluation committee for your thesis. The evaluation committee will, within 3 months, write a recommendation on whether they nd the thesis worthy of being defended or not. You may write comments to the committees report. These comments should be addressed to the doctoral program board (PDU) and be submitted within two weeks upon receiving the recommendation. The PDU will, based upon the committees recommendation, decide whether the thesis is worthy of being defended. This decision is usually taken on the Deans authority (no meeting required). Two weeks prior to the defence you will receive the topic of your trial lecture. TRIAL LECTURE AND DEFENCE The trial lecture and the thesis defence are held at the same day in one of the auditoriums at NHH. This is a formal public event and is usually followed by an audience. The trial lecture and defence is lead by the Dean of the doctoral program (or a person appointed by the Dean). The thesis is printed in book format in advance and is available in the auditorium. After the defence the candidate can collect the remaining copies. The trial lecture is a 45 minute lecture on a given topic which is prepared by the evaluation committee. It is a prerequisite for the thesis defence that the trial lecture is approved. At the doctoral defence at NHH, the doctoral candidate rst holds a 20 minute introduction presenting the research, emphasising the objectives of the study and its results. After the introduction the evaluation committee will discuss the thesis with the doctoral candidate. It is also possible for the audience to ask questions. After the defence the doctoral candidate has the opportunity to use the representation room at NHH, Stupet for the doctoral dinner, provided that it is vacant. The candidates doctoral dinner is nancially supported by NHH with the amount of NOK 10.000.-. To use Stupet for the doctoral dinner you must apply to the Rector. It is custom to invite the leader of the doctoral defence, the evaluation committee and your supervisor as well as family, friends and collegaues to the dinner.

CONFERMENT OF DEGREE After the defence the evaluation committee writes the nal report with a recommendation to the doctoral program board (PDU) on whether the candidate should receive the PhD degree or not. PDU then formally confers the degree . The PhD diploma is presented to the candidate at the annual matriculation ceremony in August each year. The candidate is also invited to lunch at Stupet after the matriculation ceremony is over. According to NHHs regulations on immaterial rights, all scientic publications should in principle be publicly accessible through our open institutional archive; BORA-NHH. Ask the library for details.

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NORWEGIAN SCHOOL OF ECONOMICS

Helleveien 30, N-5045 Bergen T: 55 95 96 00 E: phd@nhh.no W: www.nhh.no/phd

Photo: Helge Hansen/Montag.no, Sunniva iestad. Text: Office of Research Administration