Routines and roles in the ISP portal

Last changed: 14 June 2021

Here you can read more about the different roles and steps in the management of the digital ISP. Instructional texts are built into the system and the intention is that the system should not require extra educational efforts to be used.

Several different roles are involved in the managment of the ISP in the ISP portal such as the doctoral student, main supervisor and director of studies. You ou can read more about the tasks of the different roles under the expandable menus below.

  • An ISP must be updated at least once a year.
  • At all stages of the process, the ISP can always be sent back via the system to the principal supervisor for additions or changes.
  • The doctoral student and principal supervisor can always read his/her ISP/s, but when an ISP is sent for review/approval by another role, the doctoral student and supervisor will only have reading permission.
  • People with the right access can get an overview of current ISPs at department, faculty or SLU level.
  • If someone else, in addition to the roles involved in this process, needs to review the ISP, it is always possible to take out a pdf and send it for review via e-mail.

 

A schematic picture of the routine for annual revision of the ISP in the ISP portal.
Schematic picture of the process of annual revision of the ISP in the ISP portal.
A schematic picture showing the process for creating a preliminary ISP in the ISP portal.
Schematic picture of the process of creating a preliminary ISP in the ISP portal.

How to get started in the ISP portal

Here you will find some short instructions and tips on how to get started in the ISP portal. 

The document above contains information on:

- How to log in to the ISP portal using the correct role

- How to create a new ISP 

- How to save information in the ISP

- How to forward an ISP in the system

- How to create an ISP for a doctoral student who is already admitted to doctoral studies at SLU. 

Routines for creating a preliminary ISP

A schematic overview of the process and routines for creating a preliminary ISP for a new doctoral student. 

  1. A preliminary ISP is created by the intended principal supervisor in the ISP portal. The preliminary ISP is used by the head of department and the faculty in the process on deciding on admission on a new doctoral student. 

  2. When the principal supervisor is ready he/she sends the preliminary ISP to the department's director of studies / equivalent for review. (A head of department can choose to skip this step in the process if he/she decides to do the evaluation by him/herself.)

  3. The ISP is then sent to the head of department for review and approval prior to the application for admission to the faculty.

  4. If the head of department approves the ISP, it is forwarded to the faculty's director of studies for review.

  5. After a decision on admission has been made by the faculty board, the faculty administrator at the faculty office fills in the date of admission and SLU ID in the ISP.

  6. After the doctoral student has been admitted and started his / her studies, the doctoral student and principal supervisor have three months to complete the ISP with, among other things, the date of study start (if it differs from the date of admission) and commitments for the doctoral student and supervisor for the coming year.

  7. The ISP is then sent again to the department's director of studies / equivalent for review. (A head of department can choose to skip this step in the process if he/she decides to do the evaluation by him/herself.)

  8. Then it is the head of department's turn to evaluate the proposal for ISP for year 1. If he/she approves ISP, a pdf copy of the document is sent to Public360 for digital approval by the doctoral student, principal supervisor and head of department. Then the document is automatically archived in Public360.

  9. An ISP draft for year 2 is created automatically in the ISP portal when the pdf copy is sent for signing and archiving, and the main supervisor and doctoral student can start revising this ISP draft whenever they wish.

Routines for annual revision of the digital ISP

A schematic overview of the routines for annual follow up and revision of the ISP. 

  1. An ISP draft is automatically created in the ISP portal when a pdf copy of previous years' ISP is sent for approval and archiving in Public360.

  2. The principal supervisor and doctoral student can edit the ISP whenever they wish. The ISP must be updated at least once a year.

  3. When the principal supervisor and doctoral student consider themselves finished with updating the ISP, the principal supervisor sends the ISP to the department's director of studies / equivalent for review. (A head of department can choose to skip this step in the process if he/she decides to do the evaluation by him/herself.)

  4. The ISP is then sent to the head of department for review and approval. If he/she approves the ISP, it is sent to Public360 for digital approval by the doctoral student, principal supervisor and head of department and is then archived in Public360.

  5. An ISP for the following year is automatically created in the ISP portal when a copy of previous years' ISP is sent for approval and archiving in Public360.

Principal supervisor

It is the responsibility of the principal supervisor to plan the doctoral student´s education. A preliminary ISP is created by the principal supervisor before admission to the doctoral student and the preliminary ISP is used by the department and faculty prior to the decision on admission of the doctoral student.

Doctoral student

After admission the doctoral student can read and make changes in his/her own ISP. A doctoral student only has access to his/her ISP. 

Head of department

The head of department has the overall responsibility for the doctoral education at the department. Before each application for admission of a new doctoral student to the faculty, the head of department evalutes the preliminary ISP. In addition, it is the head of department who approves of the annual update of the ISP. This is done through digital approval in Public360.

Assistant supervisor

Assistant supervisors usually only have reading qualifications for the ISP that belongs to the doctoral student in question.

Director of studies /equivalent function at department level

Each department has a director of studies for doctoral education (or a contact person with the corresponding function). In the standard flow in the ISP portal, the ISP first goes to this person for evaluation before the head of department must review and approve, but the head of department can also choose to handle the review on his or her own depending on the division of responsibilities at the department.

The department's director of studies / contact person has reading access to the ISPs that belong to the department's doctoral students.

Faculty director of studies

Each faculty has one or two directors of studies for doctoral education. Through the ISP portal, these have an overview of all the faculty's ISPs. They also have the task of reviewing all preliminary ISPs before the faculty's decision on the admission of new doctoral students.

Faculty administrative officer

Each faculty has at least one administrative officer for doctoral education. They fill in the date for admission and SLU ID after the faculty has decided on the admission of a new doctoral student.

They will also have an overview of all the faculty's ISPs.


Contact

ISP@slu.se