Activity, Income and Individual Study Plan
According to rutin för dokumentation i Ladok (UFV 2018/1814), activity and income details must be documented in the student registry twice a year. The activity and income details are then summarized at the end of each calendar year and is used for planning purposes at Uppsala University, as well as in statistics by Statistics Sweden. The information is documented in Ladok for each calendar half year, respectively.
Documentation of activity and income details can be done in Ladok at any given time within each calendar half year. If the documentation is made early within the calendar half year, the information must be reviewed at the end of the same calendar half year to make sure it is still correct.
Documentation must be done for all admitted third-cycle students who have not yet received their degree, or have filed for non-completion, even those third-cycle students who have not been active during the calendar half year. If a third-cycle student has received a doctoral degree or filed for non-completion within the current calendar half year, documentation about activity and income details must still be done.
Please use this form to gather the information needed for documentation in Ladok.
Third-cycle students must report their work load within their studies for a doctoral degree, using percentage of a full-time work load, each calendar half year. 100 percent activity equals 40 hours per week on average for a period of six months (including vacation days). When the activity is based on part-time studies, the documented percentage is based on the average amount of studies for the entire period. If the third-cycle student has not been active, or there is no current information about the activity, 0 % activity is documented.
The activity represents the actual work that is done within the third-cycle studies. Teaching or administrative tasks that are performed by the third-cycle student is not to be included in the activity.
At the beginning of each calendar half year, the department must register third-cycle students for the current semester. The registration does not replace the documentation about activity, but is instead used to produce lists of registered third-cycle students from Ladok, and when a third-cycle student needs proof of registration to receive travel discounts etc.
Approved leave from studies
Approved leave from studies, such as parental leave or sickness, is documented in Ladok by changing the percentage to reflect the scope of the approved leave. For example, if a third cycle student is on leave for one calendar year, 0% activity is documented, while a three month full time leave is documented as 50% activity during the calendar half year when the leave takes place.
If a third-cycle student files for non-completion, this has to be documented in Ladok. When a third-cycle student applies for a doctoral degree (or a licentiate degree), the Graduation Office will document this information in Ladok. Non-completion is also documented in Ladok when a third-cycle student changes research subject. Activity and details of income must be documented for the calendar half year when the non-completion is documented in Ladok.
Change of research subject
If a third-cycle student changes the research subject within the calendar half year, activity percentage should be documented on both research subjects.
A third-cycle student has to report details of income every six months. Income details should only refer to the activities of the third-cycle student devoted to third-cycle study, but the different forms of income for one individual must always be 100 percent.
Details of income
The following details of income should be used when documenting the income of third-cycle-students:
|DTJ||Doctoral studentships at a higher education institution irrespective of how the post is funded.|
|AUH||Other forms of employment outside an HEI (than by a company or as a physician) in which scope is provided for pursuing third-cycle studies. For instance employees at public authorities, municipalities and county councils or trade unions. Teachers who are working in compulsory or upper-secondary education and studying at graduate schools are to be reported here.|
|FTG||Externally employed third-cycle student, i.e. a third-cycle student employed by a company (and paid by the company) and who pursues third-cycle studies as part of this paid employment. Company include joint-stock company, partnership, limited partnership and sole trader. Employment within a HEI that is funded by a company is not reported here but under another appropriate form of income.|
|ÖVR||Students who lack income or whose employment is not linked to third-cycle studies. This also includes those receiving student finance.|
|STP||Stipends (even from outside Sweden, but the ’allowances’ provided by SIDA are not stipends, see example 8).|
|UBB||Doctoral grant, not normally used at Uppsala University|
|USL||Appointment as a physician which provides scope for third-cycle study.|
|HTJ||Other form of employment (than a doctoral studentship) within the student’s own HEI or at another (including outside Sweden) within which third-cycle study may be pursued. This form of income also includes the ’allowances’ provided by SIDA.|
- A third-cycle student with an activity rate of 70 per cent must always register 100 per cent income for the 70 percent activity.
- An individual with a 100 per cent doctoral studentship and who, as stipulated in the Higher Education Ordinance, spends 20 per cent of the time teaching is therefore 80 per cent active in third-cycle studies but should register 100 per cent income from the doctoral studentship (DTJ).
- A third-cycle student who has had a doctoral grant for half of the year but lists 100 per cent activity must register the doctoral grant as 50 per cent and ”Other”, for instance, for the remaining 50 per cent.
- A third-cycle student who has had a 50 per cent doctoral grant for half of the year and listed 50 per cent activity must register the doctoral grant as 100 per cent.
- A third-cycle student who has had an 80 per cent doctoral grant and 20 per cent employment as an assistant (combined with the grant) and who lists 100 per cent activity must register the doctoral grant as 80 per cent and the remaining 20 per cent as HTJ. This is provided if the student has been pursuing third-cycle studies within the post as an assistant.
- If a third-cycle student has had a 100 per cent doctoral grant and 20 per cent employment as an assistant (combined with the grant) and also lists 100 per cent activity, register the doctoral grant as 100 per cent.
- A third-cycle student who begins studies in the middle of the six-month period and has 100 per cent activity and a 100 per cent doctoral grant is to register 50 per cent activity and the doctoral grant as 100 per cent.
- International third-cycle students within the SIDA programmes are most often employed by HEIs outside Sweden and also receive an ‘allowance’ from SIDA to cover additional living expenses. Any third-cycle students of this kind should register HTJ as their form of income.
Individual Study Plan
All individual study plans for third cycle students, including decision date and registration number must be documented by the department.