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Support for staff

The information provided on this page is mainly for staff who work with doctoral education. Doctoral students do not need to read the information provided here.

Procedures

In addition to the Higher Education Ordinance and Södertörn University’s regulations and guidelines, there are also written working procedures for doctoral programmes. The procedures have mainly been developed for the administrative staff who work with doctoral programmes and are compiled in a locked Teams channel. Click on the link below to submit a request for access.

The channel also has templates, such as ones for general syllabuses, doctoral admissions, etc.

Public defence of thesis

Information is provided below on how to book a public defence, technical details for hybrid defences and a template for the minutes of the examining committee.

Public defences at Södertörn University must be held on a holiday-free Monday to Friday in the period 15 August – 21 December or 7 January – 15 June.

Two public defences may not be held at the same time at the university. However, on the same day is possible provided that one defence takes place in the morning (starting at 10:00 at the latest) and the other in the afternoon (starting at 13:00 at the earliest).

Contact the library in good time to check that the desired date is possible, given their schedules for printing the thesis etc.

Calendar for public defences

See the calendar External link. for available dates and times.

Booking a public defence

Send your booking request to disputationsbokning@sh.se.

Enter the requested date and time of the defence, the name of the doctoral student, the subject and area of the doctoral programme and the contact person for the booking.

A booking confirmation is sent to the contact person.

Information about managing and conducting a hybrid defence using Zoom

Hybrid defences are held in MA648 using a Zoom webinar. Everyone at the university is now able to create webinars with up to 500 participants. You can create a webinar yourself (this has been included in all licences for the tool since spring 2024).

Appoint someone to be responsible for Zoom

There is a difference between chairing an on-site defence and a hybrid defence, so we recommend that someone is given specific responsibility for Zoom. They will manage the software and keep an eye on any incoming questions in Zoom during the public defence, so the chairperson can focus on their responsibilities. The person responsible for Zoom needs to be on site in the room during the public defence.

Managing Zoom during the public defence

Zoom management for a hybrid defence is no more difficult than for a normal Zoom meeting, but you need to know which buttons to click, when and why. Therefore, we recommend that you organise a start-up meeting with the ICT educator for the administrator, the chairperson and the person responsible for Zoom. This meeting covers all the settings that need to be managed during the session etc.

Start-up meeting with ICT educators

Present: ICT educator, administrator, chairperson, person responsible for Zoom

Contents: We review a Zoom webinar, focusing on links to all the participants, settings in Zoom on the Zoom manager’s computer, settings on the room computer, how to see and hear panellists at the webinar, welcome picture, what is on the screen during breaks, etc.

Using a sketch of MA648, we discuss where everyone involved should sit/stand, what technology should be used for audio and visuals, and the Zoom manager’s responsibilities during the public defence.

Purpose of the meeting:

  • To ensure the administrator, chairperson and Zoom manager understand what needs to be done before and during the defence as regards Zoom software and Zoom links.
  • The chairperson and Zoom manager should feel confident about which settings to use, when and where to find them in Zoom.
  • Everyone should feel confident about what will happen at the rehearsal and how the defence will be conducted (knowing the software, knowing where to stand/sit etc).

Book a meeting

We will go through everything step by step when we meet. Book a meeting by emailing: ikt-pedagogerna@sh.se

Checklist for hybris public defences (document in Swedish)

To ensure that everything runs as smoothly as possible, we have compiled information on responsibilities and the various roles and their tasks before and during the hybrid defence. Read this information as soon as possible and make sure you are all familiar with it before the working group meets the ICT educators.

External supervisor

If a doctoral student is to have an external supervisor, an agreement must be drawn up. These agreement templates are used to establish the terms and conditions of the assignment between the external supervisor and Södertörn University.

ISP in Ladok

Södertörn University has decided to manage doctoral students’ ISPs electronically, in Ladok, from the autumn of 2024. This decision applies to all newly admitted doctoral students. For the period 2024-2025, previously admitted doctoral students can choose to continue with the previous way of working.

The information below is for supervisors and director of studies who are going to fill in an ISP in Ladok for the first time. Information and manuals for doctoral students can be found on page Study plans, qualitative targets and outcomes.

1. Create a “new version”

To start the management of your doctoral student’s ISP, a “new version” needs to be created in Ladok. “New version” means that an ISP has been started. This step is done by the doctoral administrator at the academic school.

2. Start work on the ISP

Now you can log in to Ladok and start work. The ISP form provides help texts when you click on “instructions” to the right of the heading. There is a manual for supervisors further down the page that describes how to log in and navigate in Ladok.

Need support?

If you encounter problems when working on your doctoral student’s individual study plan, you can get help and guidance. Start by contacting the doctoral administrator at your academic school. If you need additional guidance you can book a meeting with the university’s Ladok manager. where we go through the Ladok’s functionality.

You can book an individual meeting or one that includes your doctoral student. When booking a meeting for technical support, please state:

  • You name (and that of your doctoral student, if also attending the meeting)
  • Your academic school
  • Suggestions for 2-3 meeting times (60 minutes)

Email the above to: ladokadmin@sh.se

Log in to Ladok and start work. The ISP form provides help texts when you click on “instructions” to the right of the heading. There is a manual for director of studies further down the page that describes how to log in and navigate in Ladok.

Need support?

If you encounter problems when working on your doctoral student’s individual study plan, you can get help and guidance. Start by contacting the doctoral administrator at your academic school. If you need additional guidance you can book a meeting with the university’s Ladok manager. where we go through the Ladok’s functionality.

You can book an individual meeting or one that includes your doctoral student. When booking a meeting for technical support, please state:

  • You name (and that of your doctoral student, if also attending the meeting)
  • Your academic school
  • Suggestions for 2-3 meeting times (60 minutes)

Email the above to: ladokadmin@sh.se

ISP manuals

The manual below has been created by Södertörn University and may be updated frequently during 2025. It is therefore important that you always follow the latest published version. There are also manuals created by the Ladok Consortium that may be useful; these can be downloaded from the Ladok Consortium websiteExternal link, opens in new window. External link..

Course syllabus templates

You will find course syllabus template below.

Information

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Last updated: 2025-11-28 by Dejana Burazor

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