PhD committees

At DTU, co-determination is considered desirable not least to ensure quality, broadness, insight and outlook.

Main tasks of the new PhD committees

The PhD committees are expected to function as an important inspiration and knowledge base at the department.

In addition to a few tasks defined by the University, the Danish University Act stipulates tasks to be performed by the PhD committees.

Responsibility

The PhD committee has the decision-making authority in the areas stipulated by the university act. At the same time, the PhD committee has an important role to fill as advisory body to the head of PhD school (and head of department) in connection with the PhD education.

The roles in the PhD committee

As a rule, the PhD committees consist of three scientific staff members and three PhD students (employed or only enrolled).

Preferably, the head of PhD school is elected member of the PhD committee and, if possible, assumes the role of chair of the committee. In any case, the committee is expected to work together with the head of PhD school for the common good of the PhD education at the department.

Collaboration partners

The most important collaboration partners in PhD matters, at the individual department, are the head of PhD school and the PhD committee.

It is also expected that the members of the PhD committees will be important players, especially outside committee meetings in relation to contributions and collaboration with and communication to the various stakeholders in the PhD area: other PhD students, supervisors and colleagues at other departments.

Time aspect of the task

DTU’s PhD committees will operate according to standard rules of procedure that will address the meeting structure, i.e. number, e.g. monthly; the possibility of written consultation, meetings with the Dean, etc.

Administrative support

Among other things, it is the task of the PhD committee to ensure progress in specific cases related to PhD students. The related administrative support will be handled at the individual department as well as by Corporate HR. The latter will also be providing professional feedback in atypical cases as well as various means for solving cases.

Term and initial phase

The scientific staff members in the PhD committee are elected for a period of three years, whereas PhD students are elected for one year.

Number of members in the PhD committees

According to DTU’s statutes, a PhD committee consists of minimum six and maximum 12 members. Half of the members are elected by and among the scientific staff at the PhD school and the other half by and among the PhD students at the PhD school.

As a rule, a PhD committee consists of six members. The number can be extended to up to 12 members, however always ensuring parity (equal number of scientific staff and PhD students).

The head of department decides what the suitable number of members for the department will be.

This consideration could e.g. include a wish for representation from each of the department sections or units, that the committee is big enough to allow for an evenly distribution of tasks among the members, that the committee should in fact not be bigger than required or something entirely different.

The number of members cannot be changed until prior to the election next year.

Substitute members

Substitute members are to be appointed from among those candidates who have been elected but not appointed full members of the committees. Minimum one substitute should be appointed among the scientific staff as well as one substitute among the PhD students. There can be as many substitute members as full members of the two groups in the committees.

Regulatory basis and standard rules of procedure

The Danish University Act stipulates that PhD committees shall be established at the university. The individual university decides the number of committees based on the general size of the organization. Since the PhD committee is to support the PhD school, DTU has concluded that it is appropriate to establish a PhD committee at each PhD school.

You can find a more detailed version of the above information here