Guidelines

At the latest by 21 December in year two of study, the student must register a doctoral dissertation topic. 

The registering a doctoral dissertation topic is carried through the student information system (VIS). Student can access the student information system (VIS) by entering username and password. When they are logged in, they have to choose (on the left side of the menu) “PRIJAVA TEME”. 

The student must register a doctoral dissertation topic with all the required enclosures to Administrative Office for Doctoral Study (Third-Cycle). 

A doctoral dissertation topic registration will be considered by the Senate of the Faculty of Arts based on the proposal from the Committee for doctoral studies.

 

Documentation 
 
When registering a doctoral dissertation topic, student must provide the following documents: 

1.    The application for registering of the doctoral dissertation topic including personal data of the student, data on the proposed mentor and possible co-mentor and their consent with the proposed doctoral dissertation topic, name of the study programme and field and the title of the doctoral dissertation in Slovenian and English as well as a possible proposal to write a doctoral dissertation in another language (if applicable). 

2.    Enclosures

  • student CV with an emphasis on his/her work in the scientific field (professional curriculum vitae);
  • student bibliography (list of published scientific, professional, project and other works);
  • the consent of the committee, responsible for ethics if the student has indicated in the application that this was necessary;
  • proposal of the doctoral dissertation topic.

The entire documentation referred to in the previous paragraphs must be written in Slovene. In case of study of foreign languages and literature, a proposal for a doctoral dissertation topic (in addition to Slovene) may also be written in that language.

If the documentation for the registration of doctoral dissertation topic is not complete, the Administrative Office for Doctoral Study (Third-Cycle) invites the student to complete it within a certain period, but the deadline for completion may not be longer than one year. If the student does not complete the application within the specified deadline, the application is rejected by a decision.
 

Structure, content, length and language of the doctoral dissertation proposal

The doctoral dissertation proposal must be written and set out in accordance with the rules that apply to the structure of academic and academic papers at the appropriate Faculty of Arts department and comprise 3 to 5 printed pages in A4 format (without sources and table of contents). 

The doctoral dissertation proposal must include: 

  • the suggested title of the doctoral dissertation in Slovene and English, in accordance with the recommendations and instructions for writing titles, which are a constituent part of Rules and Regulations on third cycle study programmes; 
  • the academic field of the topic of the doctoral dissertation; 
  • overview of the narrower academic field and description of the content that the student will deal with; 
  • definition of the research problem, which includes: 
    • overview of current research in the topic field, 
    • clearly presented hypotheses and research questions with a short explanation, 
    • research concept and description of research methods, 
    • definition of the expected results and original contribution to research, 
    • list of relevant literature from the topic field. 

If upon registration of the topic of the doctoral dissertation the student has submitted a request to write the doctoral dissertation in a foreign language, the proposal must be written in that foreign language and translated into Slovene.
 

Writing a doctoral dissertation in a foreign language

If a student has submitted a request for writing a doctoral dissertation in a foreign language when applying for registration of the topic of the doctoral dissertation, the doctoral dissertation proposal must also be written in a foreign language and translated into Slovene.

A doctoral dissertation may be written by a student in English if there are justified reasons for it (foreign student, foreign mentor, co-mentor or member of the Committee to monitor the doctoral student).

A doctoral dissertation can be written in another foreign language in case of studies of a foreign language or literature.

The decision regarding writing a doctoral dissertation in a foreign language is made by the Senate of the UL on the proposal of the Senate of the Faculty of Arts.

If the doctoral dissertation is written in a foreign language, the student is also obliged to write an introduction, conclusion and a comprehensive summary in Slovene (within 10 percent of the entire text) using the appropriate Slovene professional terminology from the scientific field of the doctoral dissertation.
 

Consent of the Ethics Committee

If the content and methods of the doctoral dissertation require so, the student must obtain the consent of the Committee responsible for ethics in order to carry out the research as part of the preparation of the doctoral dissertation.

As a rule, the student submits the obtained consent of the committee responsible for ethics to the Administrative Office for Doctoral Study (Third-Cycle) when submitting the doctoral dissertation topic.

More information on Committee responsible for ethics is available here.

 

Re-registering the doctoral dissertation topic 

Until the submission of the doctoral dissertation for assessment, the student may register the doctoral dissertation topic for assessment in the same study area of the doctoral study program no more than twice. The student can however re-register a new topic or an updated topic that he/ she has submitted for the first time.

Re-registering of the doctoral dissertation topic is charged in accordance with point 4.3. of the price list of the faculty for each academic year. When calculating the costs of performing missing study obligations, the value of credit points (ECTS) of an individual subject/ obligation and the amount of tuition fees for the year of the study program are taken into account. The costs of performing an individual subject/ obligation are calculated by determining the value of ECTS according to the amount of tuition of an individual year (one ECTS is evaluated as one sixtieth of the tuition fee), which is multiplied by the number of ECTS subject / obligation costs on UL).

Information on the number of ECTS of individual subjects / obligations can be seen in the course syllabus.
 

Prior to the consideration at the Committee for doctoral studies and the Senate of the Faculty of Arts, the mentor and a possible co-mentor must agree (and sign) with the proposed doctoral dissertation topic.

 

Appointment of Committee to monitor the doctoral student

Committee to monitor the doctoral student monitors the student from the registration of the doctoral dissertation topic until the assessment and defence of the doctoral dissertation and it is appointed after the student sent the complete documentation and registered the doctoral dissertation topic. It is appointed by the Senate of the Faculty of Arts (based on proposal of the head of the department in agreement with the mentor and coordinator of the field). Mentor and possible co-mentor can be members of the Committee to monitor the doctoral student, but do not participate in the assessment.

 

Presentation of the proposal of the doctoral dissertation topic

Before the assessment, the student orally presents his / her work to the members of Committee to monitor the doctoral student and to the research public: the concept of the doctoral dissertation, research questions and hypotheses, the envisaged methodology, the envisaged sources and the implementation plan.

The presentation is organized by the president of Committee to monitor the doctoral student no later than 45 days after the appointment of Committee to monitor the doctoral student (the period from July 15 to August 20 is not included in this period).

Committee to monitor the doctoral student prepares and signs a report of the presentation, which includes possible comments and a deadline for supplementing/correcting the registered  doctoral dissertation topic proposal. The president of Committee to monitor the doctoral student submits the report to the Administrative Office for Doctoral Study (Third-Cycle), and informs the student, mentor and potential co-mentor about the comments and the deadline within which the student must submit corrections of the proposal of the doctoral dissertation topic.

 

Correction of the doctoral dissertation topic proposal after the public presentation

Committee to monitor the doctoral student can provide the student with suggestions for its improvement while assessing of the proposal of the doctoral dissertation, but it can only do so once.

The student must make corrections and submit them to the Administrative Office for Doctoral Study (Third-Cycle) within the deadline set by the Committee to monitor the doctoral student.

Committee to monitor the doctoral student must write an assessment of the suitability of the dissertation topic within the specified deadline, even if the student does not respond to the proposed suggestions. The deadline for the preparation of an assessment of the suitability of the doctoral dissertation topic is extended by the time determined by Committee to monitor the doctoral student for the student for corrections or additions.

 

Approval of the assessment of the suitability of the doctoral dissertation topic

The assessment of the suitability of the doctoral dissertation topic is considered by Committee for doctoral studies no later than two months after its submission to the Administrative Office for Doctoral Study (Third-Cycle) and forwarded to the Senate of the Faculty of Arts for approval.

After approval by the Senate of the Faculty of Arts, the Administrative Office for Doctoral Study (Third-Cycle) submits the topic for approval to the University of Ljubljana.

The Senate of the UL decides on the proposed doctoral dissertation topic within two months at the latest and informs the Faculty of Arts about the decision, while Faculty of Arts informs the student, mentor, co-mentor, and members of the Committee to monitor the doctoral student.

When – in the judgement of the mentor and the student – the research work is in its final phase and it is already possible to offer conclusions in line with the set hypotheses and research questions, the student submits a draft version of the doctoral dissertation to the members of the Committee to monitor the doctoral student, mentor and co-mentor and presents the research results, with an emphasis on the main findings and contribution to academic research.

Report is written of the presentation, in which the written questions of the members of the Committee to monitor the doctoral student and the decision on the success/failure of the presentation are given or attached. In the case of necessary amendments to the draft version of doctoral dissertation, the Committee to monitor the doctoral student sets a deadline for submitting the amendments, which may not be longer than a year. As a rule, the presentation is public. In the particular case of confidential information, the mentor, co-mentor and student may suggest that the presentation should not be public. In this case, it is intended only for the members of Committee to monitor the doctoral student, the mentor and co-mentor.

The chair of the Committee to monitor the doctoral student submits the report of the presentation to the Administrative Office for Doctoral Study (Third-Cycle).

The presentation of the results of research work that was unsuccessful can only be repeated once.

Deadline for submitting the doctoral dissertation

Students of the four-year doctoral study must submit their completed doctoral dissertation to the Administrative Office for Doctoral Study at the latest within a year of completing the last semester of the doctoral study programme or in accordance with the decision on the extension of their student status for justified reasons. Students may submit their doctoral dissertation only when they have completed all the other obligations determined in the doctoral study programme.

Students of the four-year doctoral study who cannot submit their doctoral dissertation by the deadline specified in the previous paragraph, may submit a request for continuing or completing the studies after an interruption in student information system VIS and send also the opinion of the mentor and co-mentor.

Students of the three-year doctoral study must submit their doctoral dissertation at the latest within four years from the day when the Senate of the UL approved the doctoral dissertation topic.

Students of the three-year doctoral study who cannot submit their doctoral dissertation by the deadline specified in the previous paragraph may submit an application to Administrative Office for Doctoral Study for an extension of the deadline for handing in their doctoral dissertation or an extension of the validity of the doctoral dissertation topic, whereby the deadline can be extended once for a maximum of one year.

 

Structure, mandatory elements, length and form of doctoral dissertation

A doctoral dissertation shall contain:

  • title in Slovene and English or another language in the case of studying a foreign language and literature;
  • abstract in Slovene and English (maximum 300 words) and at least five key words in both languages;
  • table of contents (content, pictorial material, tables, abbreviations);
  • list of articles that were published from the doctoral dissertation content, including the Declaration of Publishing Rights where appropriate;
  • introduction with the summary of the thesis from the doctoral dissertation proposal;
  • overview of the field;
  • purpose and hypotheses or research questions;
  • research methodology;
  • results;
  • discussion;
  • conclusions;
  • introduction, conclusion and extensive summary in Slovene if the doctoral dissertation has been written in another language;
  • author’s acknowledgements, which are not a necessary component and are added by the student if he/she wishes to do so;
  • bibliography;
  • signed statement by the student about authorship, with which he:
    • confirms that the doctoral dissertation is the result of his independent work;
    • confirms that the written form of the doctoral dissertation is identical to the electronic form;
    • confirms that he has acquired all the necessary permissions for the use of the data and copyright works in the doctoral dissertation and that he has clearly marked them; confirms that in the production of the doctoral dissertation in accordance with ethical standards and where necessary, he has acquired consent from the ethical committee for the research;
    • consents to the use of the electronic form of her doctoral dissertation for content similarity detection with other works using content similarity software connected with the student information system of the university member;             
    • consents to the UL transferring the right for reproduction gratuitously, non-exclusively, without space and time limitations, including the right to storage in electronic form and the right to make the doctoral dissertation available to the public;
    • confirms that [for a finished work at the third cycle of study, made up of articles] he has obtained from the publishers to whom he has previously exclusively transferred the copyright of his articles the necessary consent for the inclusion of the articles in the printed and electronic versions of his doctoral dissertation;
    • confirms that he allows the publication of his personal data given in his written doctoral dissertation and statement of authorship, as well as the publication of the dissertation;
    • confirms that he allows the use of his birthdate in the COBISS record;
    • any other appendices.

 

The doctoral thesis must by bound in A4 format. The cover, title page and back title must be created in accordance with appendices 1, 2 and 3 of Rules and Regulations on their Cycle Study Programmes.

As a rule, doctoral theses must not be longer than 650,000 characters with spaces (text without appendices).

The doctoral thesis must be written and edited in accordance with the rules for editing academic and academic texts at the relevant department of the Faculty of Arts. The student shall be responsible for the grammatical correctness of the text, while the Committee for doctoral studies may reject a doctoral dissertation if it is not created in accordance with the relevant instructions.

 

Submission method and number of copies of doctoral dissertation

Prior to submission of the doctoral dissertation to assessment the mentor and possible co-mentor give consent that the student for submitting the doctoral dissertation to assessment. Student can also submit the dissertation without the consent from the previous sentence but in this case, the mentor and possible co-mentor must explain in writing why they do not agree with the submitted work and submit the explanation to the Administrative Office for Doctoral Study (Third-Cycle).

Students submits 4 (or 5, if there is a co-mentor) bound copies of the doctoral dissertation to the Administrative Office for Doctoral Study (Third-Cycle). Administrative Office for Doctoral Study (Third-Cycle) checks whether the student fulfils all the other conditions for submitting the doctoral dissertation to assessment.

 

Assessment of the doctoral dissertation and opinion on the suitability of the original scientific paper

At the latest within two months of receiving the doctoral dissertation, the members of the Committee to monitor the doctoral student shall each submit their written assessment to the Administrative Office of Doctoral Study (Third-Cycle). Together with their assessment of the doctoral dissertation, the members of the Committee to monitor the doctoral student shall also submit their opinion on the suitability of the original scientific paper that has been published or accepted for publication. The Senate of the Faculty of Arts considers the written assessment as well as the opinion on the suitability of the original scientific paper.

If the Senate of the Faculty of Arts approves the doctoral dissertation the student must prior to the defence of the doctoral dissertation submit four hardbound copies of the doctoral dissertation as well as the electronic version on the CD in the format suitable for publication on the website of the Faculty of Arts.

Each hardbound copy of the doctoral dissertation must include a written statement about authorship of the doctoral dissertation and other consents and confirmations.

As a rule, the defence of a doctoral dissertation takes place within one month of the approval of the doctoral dissertation by the Senate of the Faculty of Arts. At least 7 days must pass between the approval of the doctoral dissertation by the Senate of the Faculty of Arts and its defence.

In preparation.

Students with special status are students who demonstrate significant achievements in sports, art and culture, student-parents and students with special needs.

Students who wish to claim a special status (special status for student with special needs, status of student athlete, status of student-recognized artist, status of student-parent) and the resulting adjustments of the study process should submit an appropriate request. The request should be submitted as described in tab “Guidance” “Student request submission.”

The application must be accompanied by appropriate supporting documents.

Choice of external elective course for students of Faculty of Arts

The student chooses an external elective course in agreement with the mentor. An external elective course can be either a course from another field within the Faculty of Arts, a course accredited in other third-cycle study programs at other faculties or universities, at home or abroad, or a course from the UL Generic Skills and Competences set.

The student chooses an external elective course upon enrolment in the doctoral study programme, and at the latest upon enrolment in the second year of study.

 

Choice of external elective course at Faculty of Arts for students of other higher education institutions

The student of other higher education institutions chooses the elective course in agreement with the course provider. If the course provider agrees with the student's choice, the student fills in the application form "Application for enrolment in external elective courses” prints it, obtains the signature of the course provider, and submits it to the Administrative Office for Doctoral Study (Third-Cycle).

If the elective course is not accredited, the student attaches to the application form Course Syllabus, which is filled in by the course provider. Translation (except for the subject name) into English is not required.

The Administrative Office for Doctoral Study (Third Cycle) registers the student in the student information system and sends the student a "Notification of passed exams”.

After passing the exam, the student submits a completed and signed "Notification of passed exams” to the Administration Office of Doctoral Study (Third Cycle), on the basis of which he/ she receives an official certificate of the passed exam.

The costs of conducting and taking the exam are covered by the faculty where the student is enrolled in accordance with the price list of the Faculty of Arts of the University of Ljubljana.

 

Generic Skills and Competences

Courses offered by University of Ljubljana are available here. 

Course offered by Faculty of Arts:

The student may submit the following requests:

  • Recognition of special status,
  • Transferring between study programmes,
  • Changing of the mentor,
  • Changing of the title of the doctoral dissertation,
  • Changing of courses, 
  • Changing of lecturer of the course,
  • Recognition of the obligations fulfilled outside the doctoral study programme,
  • Extending the validity of the doctoral dissertation topic,
  • Faster progress,
  • Continuation or completion of studies after interruption of more than two years,
  • Extension of status for justified reasons,
  • Writing the doctoral dissertation in a foreign language,
  • Change in the form of payment or a possible reduction of costs of pending financial obligations. 

Students fill in the requests in the student information system (VIS), print it, acquire required consents and send it signed (together with possible enclosures) to the Administrative Office for Doctoral Study (Third Cycle) at the Faculty of Arts – room no. 16 (ground floor).

Request should be sent in the deadlines as specified in the individual request taking into account the date of the monthly session of the Committee for doctoral studies (by Wednesday by 1 PM). Dates of the sessions of the Committee for doctoral studies are written in the study calendar.

Decision on the request will be sent to the student by post. If the decision is payable according to the price list of the faculty, the student will also receive the invoice.

 

Request for obtaining special status

Students with special status are students who demonstrate significant achievements in sports, art and culture, student parents and students with special needs.

Students who wish to claim a special status (special status for student with special needs, status of student athlete, status of student-recognized artist, status of student-parent) and the resulting adjustments of the study process should submit request for recognition of special status.

The request must be accompanied by appropriate supporting documents. The conditions and the supporting documents are further regulated in Pravilnik o študentih s posebnim statusom UL.

Deadline to apply: not determined.

 

Request for transferring between programmes

Student may submit a request for transferring between programmes. The request must be accompanied with the opinion of the mentor and the consent of the head of the department (the can also sign the student ´s request to confirm that they agree with the proposed content of the request).

Deadline: not determined.

 

Request for changing the (co)mentor

Student may submit a request for changing the mentor or co-mentor, but the replacement must be approved by the previous (co)mentor. The application has to be accompanied by the consent of the (co)mentor and the consent of the head of the department (they can also sign the student's request to confirm that they agree with the proposed content of the request).

Deadline: not determined.

 

Request for changing of the title of the doctoral dissertation

Student may submit a request for changing of the title of the doctoral dissertation. The application has to be accompanied by the consent of the mentor and the consent of the head of the department (they can also sign the student's request to confirm that they agree with the proposed content of the request).

Deadline: not determined.

 

Request for changing of courses  

Student may submit a request for changing of courses. The application has to be accompanied by the consent of the mentor and the consent of the head of the department (they can also sign the student's request to confirm that they agree with the proposed content of the request).

Deadline: end of November.  

 

Request for changing of lecturers/course providers

Student may submit a request for changing of lecturers/course providers. The application has to be accompanied by the consent of the mentor and the consent of the head of the department (they can also sign the student's request to confirm that they agree with the proposed content of the request).

Deadline: not determined  

 

Request for recognition of obligations fulfilled outside the doctoral study programme

Student may submit a request for recognition of obligations fulfilled outside the doctoral study programme.

The application has to be accompanied by the consent of the mentor and the consent of the head of the department (they can also sign the student's request to confirm that they agree with the proposed content of the request) and all other documentation regarding obligations fulfilled outside the doctoral study programme.

Deadline: not determined.

 

Request for extending the validity of doctoral dissertation topic

Student may submit a request for extending the validity of doctoral dissertation topic. The application has to be accompanied by the consent of the mentor and co-mentor, consent of the coordination of the study field and the consent of the head of the department (they can also sign the student's request to confirm that they agree with the proposed content of the request) and possible other documentation confirming the statements in the application.

Deadline: before the validity of the doctoral dissertation topic expires.

 

Request for faster progress

Students who show outstanding academic results in their studies may submit a request for faster progress.

The application has to be accompanied by the consent of the mentor, consent of the coordination of the field and the consent of the head of the department (they can also sign the student's request to confirm that they agree with the proposed content of the request). The decision is made by the dean based on the proposal of Committee for doctoral studies.

Deadline: not determined.

 

Request for continuation or completion of studies after interruption of more than two years

A student who loses student status may continue to fulfil his or her study obligations for two years after the loss of status, unless the accreditation of individual programme expires. At the end of two years after the loss of status, a student will be considered to have interrupted the studies and must submit a request for continuation or completion of studies after interruption of more than two years. The request is considered by the Committee for doctoral studies. Before deciding, the Committee for doctoral studies also checks whether the topic of the doctoral dissertation is original and actual. 

In case of a positive decision the year in which the student can continue his/ her education or the obligations he/ she must complete in order to complete the doctoral study are determined, as well as any additional costs.

Deadline: not determined.

 

Request for extension of status for justified reasons

The student who for justified reasons such as: prolonged illness, exceptional family and social circumstances, parenthood and special status of the students, has not fulfilled the obligation to enrol in a higher year, and may have his status extended for one year. The right for extension of student status begins in the study year following the study year when the justified reason has occurred.

The application must be accompanied by documentation confirming the statements in the request, the opinion of the mentor and the consent of the head of the department.

The decision on the extension of the student status for justified reasons is taken by the Committee for doctoral studies (based on the authorisation of the Senate of the Faculty of Art).

As a justifiable reason for the extension of student status, the learning of Slovene language may be considered for foreign first-year students whose mother tongue is not Slovene.

Deadline: not determined.

 

Request for writing the doctoral dissertation in a foreign language

A student may apply to write a doctoral dissertation in English if he or she is a foreign national, if a student mentor or co-mentor is a foreign national, or if a member of the Committee to monitor the doctoral student is a foreign national.

In the case of studying foreign languages ​​and literature, the student can apply to write a doctoral dissertation in this language as well.

The application must be accompanied by the opinion of the mentor and the consent of the head of the department.

Deadline: upon registration of doctoral dissertation topic.

 

Request for change in the form of payment or a possible reduction of costs of pending financial obligations

Student can apply for change in the form of payment or a possible reduction of costs of pending financial obligations. The dean (based on authorisation of the Management board) decides on the application.

The following student’s achievements during the study period may be included in the Diploma Supplement:

  • official study exchanges and work placements (ERASMUS, CEEPUS …),
  • participation in the University of Ljubljana´s bodies (president of the Študentski svet UL, vice-president of the Študentski svet UL, member of the Študentski svet UL, secretary of the Študentski svet UL, student senator, position in the committees and working groups of the Senate of the UL and Študentski svet UL, student representative in the Administrative Board UL),
  • participation in the University member´s (faculty) bodies (president of the Študentski svet, vice-president of the Študentski svet, secretary of the Študentski svet, member of the Študentski svet, student senator, position in the committees and working groups, member of the Administrative Board/Student Associate Dean),
  • student tutor, coordinator for tutors-students, demonstrator.

Students decide voluntarily if they wish to add their achievements to the Diploma Supplement, however they have to provide all relevant supporting documents/certificates. The application for adding other student achievements during the study period to the Diploma Supplement with attached supporting documents/certificates should be sent to the Administrative Office for Doctoral Study (Third-Cycle).

Students enrolled in the third-cycle study programmes have to submit the form when submitting the doctoral dissertation. Applications and supporting documents/certificates that will be sent later will not be considered.

If a student has lost the student ID card or it has been stolen, he/she must apply for a new card at the Administrative Office for Doctoral Study (Third-Cycle).

To obtain a duplicate or a new student card students have to submit the application for issuing a new student ID card at Administrative Office for Doctoral Study (Third-Cycle). 

A new student ID card is payable in accordance with the price list of the faculty.

Students can withdraw from the Faculty of Arts in person at Administrative Office for Doctoral Study (Third-Cycle) during office hours or they can send documentation by email.  For withdrawal, student must complete and sign an application for withdrawal and submit it at the Administrative Office for Doctoral Study (Third-Cycle), either in person (with a student ID) or by mail.

In preparation.

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