Extension of the PhD period
The rules that apply to extensions of research fellows’ period of appointment are described in the regulations concerning terms and conditions of employment for the posts of post-doctoral research fellow, research fellow, research assistant and resident (lovdata.no) (in Norwegian), and under Absence and delays in the course of the PhD programme.
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Absence that confers a statutory right to an extension
Statutory leaves of absence
Section 2-3 (1) of the Regulations concerns leaves of absence research fellows and post doc are entitled to pursuant to statutes or collective agreements and leaves of absence for leading representatives in national organisations for employees in such posts. Such leaves of absence entail an automatic extension of the period of appointment corresponding to the duration of the leave of absence. Examples include parental leave, leave of absence for nursing mothers and compassionate leave.
For absences until June 30, 2023, the absence must be for a minimum of two consecutive weeks to qualify for an extension of the doctoral position. Starting from July 1, 2023, there is no longer a requirement for the absence to be a minimum of two consecutive weeks, and therefore, the extension of the doctoral position will be granted from the first day of absence. The change from July 1, 2023, is due to the revocation of Regulation § 2-3 (5) as of July 1, 2023.
Caring for children and close family members
An extension is granted for reduced working hours pursuant to the Working Environment Act Section 10-2(4) for absences for caring for children and close family members. Leave of absence to care for a child under this provision is subject to application. For absences until June 30, 2023, the absence must be for a minimum of two consecutive weeks to qualify for an extension of the doctoral position. Starting from July 1, 2023, there is no longer a requirement for the absence to be a minimum of two consecutive weeks, and therefore, the extension of the doctoral position will be granted from the first day of absence. The change from July 1, 2023, is due to the revocation of Regulation § 2-3 (5) as of July 1, 2023.
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Other types of absence for which an extension can be granted
Extension to take up short-term teaching and research posts
Leave may be granted to take up short-term teaching and research posts, overseas fellowships and the like when this may be done without delaying the progress of the programme by more than half a year, cf. the Regulations Section 2-3(3).
For absences until June 30, 2023, the absence must be for a minimum of two consecutive weeks to qualify for an extension of the doctoral position. Starting from July 1, 2023, there is no longer a requirement for the absence to be a minimum of two consecutive weeks, and therefore, the extension of the doctoral position will be granted from the first day of absence. The change from July 1, 2023, is due to the revocation of Regulation § 2-3 (5) as of July 1, 2023.
Applications will be considered by DGU/employment authority.
Extension owing to circumstances that have precluded the progression of the research training.
In special cases, ‘an extension of the period of appointment owing to circumstances that have precluded the progression of the research training’ may be granted, cf. Section 2-3 (6). Such circumstances could be a special care burden or unforeseen obstacles for which the research fellow cannot be held responsible. An extension can be granted in such cases, provided that you will be able to complete the research training before the expiry of the extension period. Applications will be considered by DGU/employment authority.
Use the application form on this page to apply for an extension based on the sections above. The form only applies to extensions of the period of appointment and is not an application for a leave of absence.
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Information about sickness absence
For sick leave until June 30, 2023, the following applies:
Sickness absence that lasts for at least two consecutive weeks, cf. the Regulations, confers an extension to the contract period. The sickness absence must be documented in accordance with the applicable sickness absence procedures at OsloMet (compendia.no). You do not need to apply for an extension based on sickness absence that exceeds two consecutive weeks. It will be calculated by HR two months before the ordinary contract period expires.
Self-certificates or individual days of absence due to children’s illness do not normally confer the right to an extension of the contract period. If you have been issued a decision by the Norwegian Labour and Welfare Administration (NAV) granting an exemption from employer responsibility for sick pay due to long-term or chronic illness, an exception can be made so that individual days of absence can also be added up. In order for the contract period to be extended in such cases, the absence must amount to at least 10 working days (two weeks) in total. This is conditional on the absence having been registered through self-certificates on a continuous basis without unnecessary delay.
Applications for an extension based on individual days of sickness absence or absence due to children’s illness must be submitted using the application form below. Remember that your supervisor must document that such an extension is required.
The application must be sent directly to HR shared services no later than two months before the ordinary contract period expires. The head of department/head of centre will issue his/her recommendation on the basis of the supervisor’s statement regarding the status of work on the thesis. The appointment committee makes the final decision on extensions on the basis of the supervisor’s statement and the head of department/head of centre’s recommendation.
Starting from July 1, 2023, there is no longer a requirement for sick leave to be a minimum of two consecutive weeks, and therefore, the extension of the doctoral position will be granted from the first day of sick leave for personal illness or sick child. The change from July 1, 2023, is due to the revocation of Regulation § 2-3 (5) as of July 1, 2023. Sick leave must be documented according to the current sick leave procedures at OsloMet (compendia.no). There is no need to apply for an extension based on sick leave; it will be calculated by HR two months before the expiration of the regular contract period.
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Information about leaves of absence for nursing mothers
A leave of absence for nursing mothers confers a statutory right to an extension of the employment contract, but you must apply for such leave by submitting the online form directly to HR shared services. A medical certificate (confirmation from a doctor or health institution that the employee is still nursing her child) is required to be granted a leave of absence to nurse a child older than nine months.
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Procedure and application form
Statutory leaves of absence entail an automatic extension of the period of appointment, and you do not need to apply for an extension. You must apply for other types of leave. Read more about this in the personnel handbook (compendia.no). If you plan to take a leave of absence as a nursing mother, you must inform us of the total number of hours required for nursing, so that we can calculate how much time must be added to your period of appointment. Contact HR shared services via Nettskjema.
For all other types of extensions, you must submit an application form to the PhD coordinator. The application must be pre-approved by your supervisor and signed by the Head Of Department/Head Of Research Centre. The PhD coordinator forwards the application to HR shared services, who in turn forwards it to the appointment committee
Application form
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Contact