Role of Heads of DTU's PhD schools

The head of department is formally responsible for the PhD area, but is expected to fully delegate this responsibility to a competent and experienced scientific staff member. 

The appointment period of head is three years with the possibility of extension. The appointed head of PhD school refers to the head of department in the capacity of head of PhD school at the department. Across DTU and the various scientific areas, the head of PhD school will be expected to work on developing and coordinating the PhD programme at DTU together with the other heads of PhD schools. This work is headed by the member of DTU's executive management responsible for the PhD programme at all times.

The head of department may appoint a deputy head of PhD school subject to agreement with the head of the PhD school. The deputy head of PhD school performs tasks and functions according to agreement with the head of PhD school. The deputy head of PhD school must stand-in for the head of PhD school during long periods of absence, incapacity, etc.

The head of PhD school may be elected as member of the PhD committee in which case the aim should be that the head of the PhD school also be chair of the committee.

It is essential that time and resources are allocated to the performance of the large portfolio of tasks, participation in and dialogue with the PhD committee as well as participation in regular meetings in the Forum for Heads of PhD Schools and the affiliated development and coordination tasks.

Main responsibility of the Head of PhD school

  • For the PhD education and the quality of the education at the PhD school
  • For the course of study of the individual PhD students in close collaboration with the supervisors
  • For the internal guidelines of the PhD school (overall responsibility)
  • For evaluation of the PhD school
  • For discussion and coordination of PhD-related initiatives and topics across DTU and in collaboration with the relevant member of DTU's executive management and other heads of PhD schools

Main tasks of the Head of PhD school

  • Establishment, maintenance and development of the internal guidelines of the PhD school
  • Formal academic approval of new PhD students (possibly based on advice from senior scientific staff member in the PhD committee)
  • Approval of study plans and study progress reports
  • Approval of extensions, leave of absence, etc.
  • Dialogue with supervisors and heads of section regarding matters related to supervision and the PhD programme in general
  • Quality development and evaluation
  • Decisions in individual cases
  • Participation in the PhD committee (either as elected member or without voting rights) and in DTU’s Forum for Heads of PhD Schools.

The Forum brings together the heads of DTU's PhD schools, the relevant member of DTU's executive management and the relevant administrative support function for regular meetings to discuss the PhD programme. It is a foundation for coordination and development across DTU in order to exchange experience and ensure consistency.

Organizational anchoring and formal responsibility

  • Chaired by the member of DTU's executive management responsible for the PhD programme
  • Approx. five meetings a year
  • (Will meet with representatives from all PhD committees 1-2 times a year)
  • Administrative support provided by the relevant administrative support function

Tasks (examples, not exhaustive list)

Principles/policies/quality, e.g.:

  • The quality of the PhD programme and a system for measurement
  • Internationalization and a system for measurement
  • Extent and content of monitoring tools in the PhD programme
  • Assessment of need for common principles, such as e.g. development of PhD supervision, types of ECTS awarding activities approved by DTU, etc.

Coordination of general matters regarding the PhD education, such as:

  • The constituent elements of the PhD programme
  • DTU’s rules within the area
  • Issues that concern all PhD schools

Development of general aspects of the PhD programme, such as:

  • Connection to cross disciplinary initiatives (e.g. sustainability, diversity and internationalization)
  • Response to input from the outside world
  • Anchoring in relation to DTU’s strategy
  • Follow-up on PhD matters in the departments’ SPs. Identification of good initiatives and challenges as well as the need for initiatives.