Registration of doctoral studies

The instruction belongs to the following themes

By selecting a degree programme you are able to see the general content as well as the possible degree programme-specific content. You do not have to select a degree programme to see the Open University's instructions.

Completed doctoral studies are entered into the University’s Sisu system. Both individual courses and study modules are registered in Sisu. The transcript of studies, provided as an attachment to the degree certificate, only shows the studies included in the study modules of the doctoral degree.

However, you can, at any time, order a transcript of studies that shows all the studies you have completed at the University of Helsinki. Further information on ordering a transcript of studies.

Registration of courses and exams

If you take a course or examination for which you have signed up for in Sisu, the course coordinator evaluates and registers it in Sisu. You have the right to receive information on the evaluation within one month of the date of taking the course or examination. Please note, however, that evaluation and registration in Sisu may take longer during the summer.

Registration of other studies

As for other studies (courses or examinations for which you do not register in Sisu), the person who approves the studies is responsible for registering them. Remember to agree on the completion method in advance with the person in question. Most often, other studies are approved either by your supervisor or the coordinating academic assigned to you, but if you are unsure, you can always check Sisu for information on the course coordinator. If necessary, you can also contact your doctoral programme planning officer.

If you, for example, attend a conference or contribute to organising one, publish an article that will not be included in your thesis or participate in editing a scholarly publication, be sure to ask your supervisor or other designated coordinating academic to send the credits for registration. The credits are registered in Sisu by on-site Student Services. Once the credits have been registered, information on them can also be found in the Courses list under your Thessa profile.

If you do not wish to have individual credits registered until you have completed all the studies required for a specific module, keep a record of your completed credits, for example, in Thessa so that you can easily find all the information required for registration when the time comes. NB: Do not manually add unregistered credits to the Courses list in Thessa, but use, for example, the Notes section in Thessa for record-keeping. This way, you will not be confused about which credits have already been registered in Sisu and which must be registered later.

Follow these instructions:

  1. Verify the course code, title, coordinator and scope from the study unit's course brochure in Sisu. Also obtain the other information required (see list below).
  2. If necessary, submit a certificate of attendance or other document (see list below) to the course approver.
  3. At the same time, submit a pre-completed registration form (pdf) to the course approver (usually your supervisor or coordinating academic). (If the form does not open properly, try another web browser.)

At least the following information must always be provided concerning credits to be registered:

  • Name and student number
  • Title of relevant course
  • Course code
  • Number of credits (NB! The number of credits awarded cannot exceed the maximum scope of the course)
  • Date of completion
  • Language of completion
  • Grade
  • Person approving the credits
  • Any additional information (e.g., conference title and dates, article title and publication date, any certificates or reports)
  • Check the required attachments from the relevant course description in Sisu. Below are examples of documents that may be required:
    • Certificate of attendance
    • Page from a book of abstracts or equivalent, with information on the poster/presentation
    • Published article or link to the publication
    • Conference report
    • Certificate on course teaching by the course coordinator or other required documentation

Compilation of study modules

Your doctoral degree includes not only a doctoral thesis, but also two study modules: discipline-specific studies (30 cr) and transferable skills studies (10 cr). When you have completed all the studies required for a module, you can request its compilation.

Most faculties require that modules are compiled before the preliminary examination of the doctoral thesis begins or, at the latest, before the student is granted the right to defend their thesis at a public examination. Please check the required completion date from your faculty’s instructions for initiating the preliminary examination process.

Remember that modules cannot include studies completed more than 10 years ago. Once compiled, modules cannot be deleted from the records or updated. Read more about the expiry of doctoral studies.

Please note that the total scope of both modules cannot be exceeded with more than 5 credits (total scope max. 45 credits). If you have started your doctoral studies prior to August 1, 2017, you are exceptionally allowed to exceed the maximum scope, should you so wish.

The method of compiling modules depends, to some extent, on when you began your doctoral studies and what studies you have completed. Read the instructions below and follow the instructions that are relevant to you.

Please note that registered study modules cannot be dismantled or updated. 

Option 1: Completed studies comply with Sisu rules

If all the studies you have completed comply with the rules applied in Sisu, you can request registration of the study module in Sisu when all the required studies are indicated in your study plan as completed and approved. Open your Sisu study plan and do as follows:

  • Click the code under the name of the study module.
  • Click the Request an evaluation button.

Cancelling a registration request is possible as long as the request has not been approved or registered in the Student Services. If you want to cancel your request, select ‘My profile’ from the main menu in Sisu, and then click open the Applications and requests tab. Click the name of the request for a study module evaluation and once the request opens, click the 'Withdraw the evaluation request' button. 

Option 2: Completed studies do not comply with Sisu rules

If you have completed all the studies required for a doctoral degree, but cannot add them to your study plan in Sisu (e.g., some studies have been registered using codes based on the old, major subject-specific degree requirements), you cannot request the compilation of modules in Sisu. In such cases, you should request their compilation using the personalised evaluation feature, as follows:

  • Check Sisu for the module code and title as well as information on the courses belonging to the module.
  • Pre-complete the study module registration form (pdf). (If the form does not open properly, try another web browser.)
  • Check Sisu for information on who approves the module (usually the supervisor or coordinating academic). Send the form by email to the person approving the module.
  • The person approving the module reviews the module information and sends it on for registration.

Option 3: Approval of study modules based on the old degree requirements as part of a study plan

If you have previously completed study modules that have been registered in accordance with the old degree requirements and if these modules partly or fully substitute for studies based on the new requirements, you should apply for the approval of the old modules as part of your study plan in Sisu’s free edit mode.

Before submitting your application in Sisu, you can contact your home faculty’s doctoral student services to ensure that the studies required by the transition provisions have been completed and your doctoral studies are ready to be compiled. If necessary, you will received detailed advice on the type of application you should submit.

If you have previously completed a module/modules that has/have been registered in accordance with the old degree requirements and if the module/modules substitute/substitutes as such for all required doctoral studies:

  • Open the free edit mode in your study plan on the doctoral programme level (if needed, start by reading the Sisu user instructions for using the free edit mode).
  • Remove the Discipline-Specific Studies -module and the Transferable Skills -module from your plan by clicking the trash can icon next to them.
  • Add the old study modules you have completed to replace them.
  • Submit the edited plan for approval in Sisu.
  • Your faculty’s doctoral student services approves the plan.

If you have previously completed a module/modules which has/have been registered in accordance with the old degree requirements and if you have completed additional separate studies (e.g., research ethics) required by the transition provisions of your doctoral programme:

  • Open the free edit mode in your study plan on the doctoral programme level (if needed, start by reading the Sisu user instructions for using the free edit mode).
  • Remove the Discipline-Specific Studies -module and the Transferable Skills -module from your plan by clicking the trash can icon next to them.
  • To replace them, add the old study modules you have completed, as well as the Other compulsory doctoral studies -module (0 cr, PHD-000) that can be found in Sisu.
  • Submit the edited plan for approval in Sisu.
  • Your faculty’s doctoral student services approves the plan and registers the compulsory additional studies under the Other compulsory doctoral studies -module.

Questions?

If you or your supervisor have any questions about the registration of doctoral studies or study modules, you can always contact the services for doctoral education.