Routines for changing supervisor

Background

In the Higher Education Ordinance (Ch. 6, § 28 Högskoleförordningen) it is clearly stated that a PhD student, who requests it, shall be allowed to change supervisor. According to rules at SU, the request must be handled urgently, the change of supervisor dokumented and entered into Ladok. The change also entails a revision of the individual study plan (ISP). The department must have written routines for change of supervisor.

A change of main supervisor can be challenging, both because it may entail changes in the project plan at a late stage in the PhD studies and because changes in accounting may the involved. Changes in accounting is not a concern of the PhD student, but changes in the project plan often create problems with combining research from before and after the change into a common PhD thesis. Changes of co-supervisors are frequently requested, and are typically generally agreed upon.

Routines at Fysikum

• A change of main or co-supervisor is requested in writing to the director of PhD studies (or otherwise to the head of Department).
• In case the PhD student and their supervisors agree on the change of supervisor, the decision is simply processed according to standard routine (A):
  • the director of PhD studies communicates the decision to PhD student and all supervisors involved.
  • the decision is sent to the student office, where it is entered into Ladok.
  • the director of PhD studies makes corresponding changes in disp.su.se.
  • If it is a change of a main supervisor, an update of the ISP is required. Unless there are changes in the project plan, an update of the ISP is not required for a change of co-supervisor.
  • a decision to change main supervisor is presented as an information point in the Fysikum board
• In case the PhD student or a supervisor individually requests a change of supervisor
  • the director of PhD studies informs the (deputy) head of Department, who speaks to the person making the request and invites to a meeting, as soon as possible. If the PhD student agrees, the director of PhD studies and subject representative are also present at the meeting. The PhD student can ask for a support person to also be present in the meeting.
  • During the meeting and possible follow-up meetings, the reasons for the request and solutions are discussed. How and when to involve the supervisor(s) is also discussed.
  • If the request to change supervisor is withdrawn, a follow up meeting within 3 months is scheduled.
  • If the request to change supervisor remains, the Department will assign a replacement. The solution will be sought urgently in dialogue with the PhD student and supervisor(s).
  • Since research projects in Physics are very specialised, it is often very difficult to find a supervisor who can continue to supervise the same project. Therefore, the student has to be prepared to change the project plan in consultation with the new supervisor. This has to be recorded in the ISP.
  • If the change of supervisor has an impact on the accounting, these aspects are resolved by the head of Department and the involved supervisor(s).
  • Finally the decision is processed according to (A).