The SmartReg system is used to monitor:
- The working hours you perform for the department
- The required 300 knowledge dissemination hours, in accordance with the PhD Order §7
Questions?
Contact the Chair of the FKF PhD Committee:
Erik Donovan Hedegård – erdh@sdu.dk
1. Working and dissemination hours
Types of assignments
You can register assignments as:
- Working hours only
- Knowledge dissemination hours only
- Both at the same time (e.g., teaching)
Preparation factors
When registering tasks, use the following factors:
- Supervision (bachelor theses, ISA, dissertations): factor 1
- Teaching: factor 3.5
- Knowledge dissemination: calculated automatically by SmartReg
Working hour requirements
- If you are enrolled at the PhD School and employed at FKF, you are required to perform 840 working hours during your PhD (unless a special agreement applies).
Approval of tasks
- Any assignment for which you want working hours must be approved by the Chair of the FKF PhD Committee.
- For teaching or supervision, approval must be obtained from:
- Physics: Jacob Kongsted and Mette Søndergaard
- Chemistry and Pharmacy: Charlotte Damsgaard
Working hours for project supervision
Hours must be shared between the PhD student and the supervisor. Current allocations:
- Master’s project (30 ECTS): 48 hours
- Master’s project (60 ECTS): 72 hours
- Bachelor project (10 ECTS): 24 hours
- Bachelor project (15 ECTS): 36 hours
- Bachelor project (20 ECTS): 42 hours
Change of environment
During your stay outside FKF, you obtain working hours corresponding to the length of your stay.
The hours are calculated automatically in SmartReg.
Typical distribution of 840 hours
A typical FKF PhD student obtains the 840 hours through:
- 200 teaching hours → with factor 3.5 = 700 working hours
- 140 hours of external presentations and supervision → with factor 1.0 = 140 working hours
Knowledge dissemination hours
- You will typically obtain all 300 knowledge dissemination hours automatically.
- You may obtain a maximum of 50 hours of knowledge dissemination through internal presentations.
Special information for 4+4 PhDs
Additional information is available here: Find more information here.
Important recommendation
At the beginning of your PhD, you should contact the Head of Education/Teaching plan responsible, who is responsible for assigning teaching and supervisory duties (not your PhD supervisor). By talking to the Head of Education//Teaching plan responsible you can discuss and plan ahead your teaching duties.
Contacts:
- Physics: Mette Søndergaard
- Chemistry & Pharmacy: Steffen Bähring and Judith Kuntsche via Charlotte Damsgaard
You can read more about the rules and regulations and the model for carrying out you required working hours at http://www.sdu.dk/en/Forskning/PhD/Phd_skoler/Naturvidenskabelig_phd_uddannelse/Regelsamling
2. SmartReg - system guide
Log in and update your information
Go to: https://smartreg.dk/
Log in with your SDU email and the password provided by SmartReg.
You may change the password under Various, where you also log out.
Forgot your password?
Contact the PhD-administrator: Tanja Krog Hedegaard - takh@sdu.dk
Your profile
Under the PhD student tab, you can:
- View your registered tasks
- See your FKF PhD Committee contact person
- Add personal information (phone number, preferred language)
You should also add your research and teaching interests (via "edit"), which helps match you to relevant teaching and other tasks.
You may also register interest in outreach activities such as guiding tours for high school students etc. teaching and other tasks you will be assigned.
How to register a task
Go to Tasks in the menu and fill in:
- Title
- Brief description
- Type of task
- Specific information pertaining to that type of task
You may attach documentation (e.g., conference confirmation, instructor notes).
Task categories:
Teaching
Fill in:
- Course code (title)
- Description (tutorials, lab exercises, number of classes)
- Start and end date
- Confrontation hours (hours spent with students)
SmartReg automatically applies the preparation factor.
Supervising
Fill in:
- Number of students
- Students level (1st-year project, BSc, MSc)
- Number of confrontation hours
No preparation factor is used.
Note: Working hours for supervision require a pre-agreement with the Head of Education.
Guide to calculation teaching hours and projects supervision for Ph.D.-students at FKF:
- Courses: For courses you get 3.5 hours per hour of teaching (exercise and lab. course).
- Project supervision: Hours for Master thesis, Bachelor projects, Individual study activity and 1. year projects are to be agreed with your supervisor as well as the Head of Education.
- Other work tasks (e.g. outreach and committee work): Only according to individual agreement with head of department.
Environmental exchange
Fill in:
- Title: name of the host university
- Description: department, group, etc.
- Departure and return dates
SmartReg calculates credited hours automatically.
Presentations
Fill in:
- Title of the presentation
- Description: location and occasion (e.g., school, festival)
- Star: Date of the presentation
- Duration (in minutes)
- Number of times: The number of times you have held that particular presentation
Rules:
- You may receive a maximum of 100 working hours for external presentations
- There is no limit on knowledge dissemination hours for presentations
Explanation:
- Internal presentation: The majority of the audience is connected to your PhD project (research group, department, university, company, collaborating university, or funding body).
The PhD student presents to an audience that is either from their own research group, their own department/faculty/university, the company they collaborate with, another universi-ty they collaborate with, or the organization that provides funding. This means that the majority of the audience has some form of connection to the PhD project.
- External presentation: The audience has no project connection (conferences, other universities or organizations without collaboration).
The PhD student presents to an audience that is either from conferences or similar events, from other universities or organizations with which there is no collaboration. This means that the majority of the audience has no connection to the PhD project.
Other knowledge dissemination
Use this for tasks that do not fit the above categories (e.g., SRP projects).
A thorough description is required for approval.
Other, no knowledge dissemination
For tasks that count as working hours only, such as:
- Website updates
- Preparing culture media
(assigned by the Head of Department)
Task overview, approval, and corrections
- Register teaching and other tasks continuously.
- Tasks will be approved or rejected in the following months.
- You may correct tasks until they are approved.
- After approval, corrections can only be made by the administrator:
Tanja Krog Hedegaard – takh@sdu.dk
In the overview you can see the status of your tasks. If there is a mistake in the task you have registered, you can click on it and correct it if it has not yet been approved.
Other working hours
- FKF member of Philos: 35 working hours per semester
- Member of the Faculty of Science PhD Committee: 10 working hours per semester