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In order to create a PhD position, the Supervisor submits an application on TalTech Help Center. Anyone with a university UNI-ID account can submit applications on Help Center. The language in the portal can be changed by clicking on the user icon in the upper right corner and selecting ‘Change language’. As the language change does not affect the entire form, some of the fields and explanatory texts are displayed in both Estonian and English at the same time.
The application form to create a PhD position can be found from:
- the PhD admission page on the intranet (Research -> Doctoral studies -> Admission to doctoral studies)
- the intranet self-service (Services -> Research Administration Office -> Application to create a PhD position)
- the following direct link: https://taltech.atlassian.net/servicedesk/customer/portal/17/group/43/create/218
NB! The service works with the following web browsers: Google Chrome, Mozilla, Microsoft Edge. The service does not work with Internet Explorer!
The Supervisor:
- opens the application form to create a PhD position;
- completes all the required fields;
- attaches the required documents as per the instructions given in the form;
- clicks the ‘Create’ button to submit the request.
After submitting the application, the Supervisor will receive an e-mail notification with a link to the application, where later status changes and comments will also be shown.
The Supervisor can view all the applications submitted by him / her on the TalTech Help Center by clicking the ‘Requests’ button in the upper right corner.
Once the application is submitted, the Department Manager will also be notified by e-mail.
Department Manager:
- opens the application in a web browser to see its contents and attached documents. The notification e-mail includes a web link to the application.
- approves or rejects the application. If the application is rejected, the reason for the rejection is also added to the comment field.
NB! The application will only be rejected if the Department Manager does not agree to the creation of the position. If there are deficiencies in the application or the Department Manager wishes the application to be supplemented, the relevant information shall be provided in the comment field upon request.
The supervisor will be notified by e-mail and will make the necessary changes to the application, after which the Department Manager can make his / her decision; - adds other comments as needed.
After the Department Manager’s confirmation, the Programme Director receives an e-mail notification. The Supervisor will in turn be notified that the application has been approved by the Department Manager.
Programme Director:
approves or rejects the application similarly to the Department Manager.
Once the Programme Director has approved the application, a notification will be sent to the Supervisor by e-mail.
The Department Manager and Programme Director can view the list of applications approved by them on the TalTech Help Center by clicking on the ‘Requests’ button in the upper right corner and selecting the appropriate filters.
Applications are processed by the Chief Officer of PhD Admission in the Research Administration Office. After the application is approved by the Programme Director, the administrator at the Research Administration Office will receive an e-mail with a web link. The administrator can view all applications under the queues in Jira: https://taltech.atlassian.net/projects/TEAD/queues/custom/203
Administrator:
- begins processing the application, of which the Supervisor is notified by e-mail;
- applications which are being processed can be put on hold if, for example, some data needs to be specified;
- once the competition notice for PhD position has been published, the application will be marked as ‘Done’ and the Supervisor will receive a notification by e-mail.