Passive register and instructions for recovery

A Passive Register was introduced at the University of Oulu on 1.8.2016. It applies to all levels and degree programmes of the University (University of Oulu Education Regulations, 4/2016, §9 Student enrolment).

A doctoral student’s study right is declared passive if the student has no study attainments during the past two consecutive academic years, or if the student has enrolled as absent, or neglected to register to the University, for the past two academic years.

The past two academic years refer to the academic year when the check for passive study rights is made, and the academic year before that.

All students potentially affected by a transfer to the passive register were sent a mail in December 2015 (sent to their address recorded in Oodi) notifying them of their situation, and how they could avoid it. The study right was marked passive, on 1.8.2016, if there were no study attainments recorded in Oodi (no later than 31.7.2016) for the period 1.8.2014-15.4.2016, or if the student had not registered as present during that time.

Recovery from the passive register and reactivation of the doctoral study rights

Depending on the status of the doctoral studies at the time when the study right was transferred to the passive register, a doctoral student wishing to reactivate his/her doctoral study rights must proceed according to one of the 3 following scenarios:

  • Case 1: The student already has a Follow-up group and the Doctoral Training Plan has been accepted by a UniOGS Doctoral Training Committee
  • Case 2: The student already has a Follow-up group, but the Doctoral Training Plan has not yet been accepted by a UniOGS Doctoral Training Committee
  • Case 3: The student does not have a Follow-up group (nor an accepted Doctoral Training Plan)
     

Case 1:  The student already has a Follow-up group and the Doctoral Training Plan has been accepted by a UniOGS Doctoral Training Committee

  1. Discuss with your supervisor about the plans for your research and studies and their schedules;
  2. Update your Doctoral Training Plan (Research Plan, Personal Study Plan, and Career Plan), which must be approved by your supervisor. Make sure that your updated PSP conforms to the study requirements for your major subject as defined by UniOGS;
  3. Arrange a meeting with your follow-up group during which the follow-up group will approve the updated plans, evaluate the progress made, and recommend the reactivation of the doctoral rights using the follow-up group evaluation report found in Forms and Instructions Library (“Second (midpoint) meeting”);
  4. The chair of your follow-up group sends the approved Doctoral Training Plan (Research Plan, Personal Study Plan, and Career Plan) and the follow-up group report to uniogs (at) oulu.fi, principal supervisor, and doctoral student.
  5. Fill in the study right reactivation form in Student's e-services (OSAT system) https://osat.oulu.fi/ .
  6. In the system, attach the approved Doctoral training plan and the follow-up group report (the two above-mentioned documents).
  7. The decision to reactivate the study rights is made by UniOGS dean.
  8. Following a positive decision to reactivate the doctoral study rights, doctoral student must register in OILI system (http://www.oulu.fi/university/node/34955) for the on-going academic year.
  9. The student then updates and submits his/her PSP in Oodi.
     

Case 2: The student already has a Follow-up group, but the Doctoral Training Plan has not yet been accepted by a UniOGS Doctoral Training Committee

Students who were granted study rights before 1.8.2011 are reminded that research plans accepted by a faculty, or department, are no longer valid: these must be updated and accepted by a UniOGS Doctoral Training Committee.

  1. Discuss with your supervisor about the plans for your research and studies, and their schedules;
  2. Write your Doctoral Training Plan (Research, Career and Personal Study Plans), which must be approved by your supervisor. Make sure that your updated PSP conforms to the study requirements for your major subject as defined by UniOGS;
  3. Arrange a meeting with your follow-up group during which the follow-up group will recommend approval of the Doctoral Training Plan and the reactivation of the doctoral rights, using the follow-up group evaluation report found in Forms and Instructions Library (“First meeting”);
  4. The chair of your follow-up group sends the approved Doctoral Training Plan (Research Plan, Personal Study Plan, and Career Plan) and the follow-up group report to uniogs (at) oulu.fi, principal supervisor, and doctoral student.
  5. Fill in the study right reactivation form in Student's e-services (OSAT system) https://osat.oulu.fi/ .
  6. In the system, attach the approved Doctoral training plan and the follow-up group report (the two above-mentioned documents).
  7. The decision to reactivate the study rights is made by UniOGS dean.
  8. Following a positive decision to reactivate the doctoral study rights, doctoral student must register in OILI system (http://www.oulu.fi/university/node/34955) for the on-going academic year.
  9. The student then updates and submits his/her PSP in Oodi.
  10. The Doctoral Training Plan is examined and accepted by the Doctoral Training Committee at one of its scheduled meetings. The UniOGS Coordinator informs the student of the decision and the 3 study credits for the Doctoral Training Plan (920012J) will be recorded in Oodi.
     

Case 3: The student does not have a Follow-up group (nor an accepted Doctoral Traing Plan)

Follow-up groups appointed by a Faculty prior to 1.8.2011 may continue their duties according to the tasks and the procedures defined by UniOGS.

  1. Discuss with your supervisor about possible members of your follow-up group;
  2. Fill in the form for Nominating a follow-up group and obtain the signatures of the proposed members. Send, or take, the original signed version of the form to the UniOGS Coordinator of your Doctoral Training Committee. The appointment of the Follow-up group members is made by the Chair of the Doctoral Training Committee;
  3. Discuss with your supervisor about the plans for your research and studies, and their schedules;
  4. Write your Doctoral Training Plan (Research, Career and Personal Study Plans), which must be approved by your supervisor. Make sure that your updated PSP conforms to the study requirements and structure for your major subject, as defined by UniOGS;
  5. Arrange a meeting with your follow-up group during which the follow-up group will recommend approval of the Doctoral Training Plan and the reactivation of the doctoral rights, using the follow-up group evaluation report found in Forms and Instructions Library (“First meeting”);
  6. The chair of your follow-up group sends the approved Doctoral Training Plan (Research Plan, Personal Study Plan, and Career Plan) and the follow-up group report to uniogs (at) oulu.fi, principal supervisor, and doctoral student.
  7. Fill in the study right reactivation form in Student's e-services (OSAT system) https://osat.oulu.fi/ .
  8. In the system, attach the approved Doctoral training plan and the follow-up group report (the two above-mentioned documents).
  9. The decision to reactivate the study rights is made by UniOGS dean.
  10. Following a positive decision to reactivate the doctoral study rights, doctoral student must register in OILI system (http://www.oulu.fi/university/node/34955) for the on-going academic year.
  11. The student then updates and submits his/her PSP in Oodi.
  12. The Doctoral Training Plan is examined and accepted by the Doctoral Training Committee at one of its scheduled meetings. The UniOGS Coordinator informs the student of the decision and the 3 study credits for the Doctoral Training Plan (920012J) will be recorded in Oodi.

 

Last updated: 28.2.2018