The University of Helsinki monitors the study progress of postgraduate students six years from when they were granted the right to study. The University and its faculties carry out the monitoring and offer related guidance and supervision to support and promote the progress of postgraduate students and expedite degree completion.
When needed, the supervisors and the Faculty’s doctoral student services can provide the screened students with guidance and advice in order to establish the reasons for the delay in studies and to update supervisory arrangements and records on completed studies.
Who is screened?
In 2018 the monitoring will apply to students admitted to pursue postgraduate studies on or before 31 July 2012. The Student Register will conduct the screening associated with the monitoring system in February and block those screened from registering as attending students for the following academic year. The students screened will receive a letter or email in late February. The letters / emails will be sent using the contact details in the student register. Students are responsible for making sure that their contact details in the student register are kept up-to-date.
If you graduate as doctor during the spring semester, you need not provide the updated plans required for the study monitoring. Also, if you have already submitted your doctoral dissertation for preliminary examination, or will do so in the spring term of 2018, you need not provide the updated plans required for the study monitoring – the registration block will be automatically lifted by the Faculty’s doctoral student services in conjunction with the submission of your dissertation.
If you do not complete your doctoral degree or submit your dissertation for preliminary examination before the end of the academic year on July 31st, you must present your research plan and personal study plan according to the Faculty’s requirements (see further below) and seek guidance to be able to register for attendance.
What should I do?
Start by carefully reading all the instructions related to the study monitoring process available on this site. After that, draw up an updated study plan and research plan. Submit the updated plans to the Faculty’s doctoral student services by March 26, 2018. The plans can be approved and an extension granted for a maximum of three years at a time. Plans submitted belatedly after the deadline cannot be processed until the fall semester.
If this is not the first time your studies are monitored, you must include to your updated plans a report on how your doctoral thesis and studies have progressed during the previously granted extension. An extension of the right to register as an attending student may be granted if the student’s dissertation and postgraduate studies have significantly progressed during the previous extension and the discipline supports the approval of the student’s plans (Dean’s Decision of 12 Feb 2010).
The study plan should be drawn up on the relevant form, indicating also your personal information, information on your supervision arrangements, a preliminary graduation timetable and the possible reasons for the delay in study progress. A free-form research plan (max. 3 pages) must be submitted in addition to the study plan form. Incomplete plans will not be processed and will be returned to the student for completion.
The study plan form and the research plan will be submitted to the Faculty’s doctoral student services either as an email attachments or by post.
Postal address: Faculty of Arts Postgraduate Student Services, P.O. Box 24, 00014 University of Helsinki
The evaluation of the research- and study plans
The research plan for the doctoral dissertation (maximum length 3 pages) must indicate the topic of the dissertation, its relevance for previous research, the materials and methods to be used, an outline of the content, and the present state of the research. A research plan for an article-based dissertation must also include a publication plan for the articles. The research plan and its scholarly significance will be assessed as a dissertation project. The postgraduate study plan must present the content of the studies, a timetable for studies to be completed as well as funding obtained for the research, if any.
The Faculty’s doctoral student services will send all plans submitted within the given deadline for evaluation to the thesis supervisors and, when relevant, to the discipline’s professor. The supervisors and the discipline’s professor will evaluate the feasibility of the research and study plan and its appropriateness against the postgraduate studies that the student has already completed. When evaluating the schedule, special attention will be paid to the fact that a full-time student should aim to complete the doctoral dissertation in about four years. Supervisors are expected to support their students in attaining this objective.
Decisions and registration for the next academic year
Students who have submitted their plans by the given deadline will be informed of the decision starting from week 20. If the decision is positive, the student can after receiving it register as attending for the upcoming study year during the registration period (by August 31, 2018 at the latest).
Should the plans be found unacceptable even after the student has supplemented them, the student will be given a negative decision and informed of the reasons for the rejection. Students who receive a negative decision must enroll as absent for the upcoming study year during the registration period (by August 31,2018 at the latest). Students dissatisfied with a negative decision may appeal to the Faculty. Should the appeal be rejected, the letter informing the student of this will be accompanied by instructions for appealing to the administrative court.
If a student fails to register for the next academic year during the yearly registration period (May 1 to August 31), he/she will lose their study right and will have to apply for readmission.
Further information on registration >>
If you do not intend to complete your doctoral degree, you can waive the study right with a binding, written notice to the Faculty’s doctoral student services. All completed studies will be preserved in the University’s student register despite the waiver. For instructions on how to waive the study right, please see the University’s website.
If you apply for an extension for more than two years
The new degree requirements (2017–2020) for doctoral programmes became valid on August 1st, 2017. A transition period of three years has been decided on, giving students the opportunity to complete their degree following the old, major subject -specific degree requirements up until July 31st, 2020, should they so wish. Students who have not completed their degree by that date will be automatically transferred to complete their degree following the new degree requirements on August 1st, 2020. If you are applying for an extension that exceeds over the end of the transition period on July 31st, 2020, please take the transition rules into account when updating your study plan. Students registered as attending can transfer to the new degree requirements at any time during the transition period. Instructions related to transferring for attending students are available on the Faculty’s Flamma-pages.
The monitoring process at the Faculty of Arts follows the general process of study monitoring approved by the Rector (2011) as well as the general guidelines approved by the University Senate (2006) and other relevant decisions.
If you have questions on the monitoring process, please contact the Faculty’s doctoral student services.