Doctoral Student

Dear doctoral student, welcome to the UFSC Graduate Program in Nursing!

Here you will find important information for your academic life over the coming 4 years.

In addition to reading this material, it is important that you get to know our BYLAWS.

If you have any doubts, we are available at ppgen@contato.ufsc.br  or at +55 (48) 3721-4910. Our front office is open from Monday to Friday from 10:00 am to 12:00 pm and 1:30 pm to 4:00 pm.

Enrollment

If you have just been admitted to PEN/UFSC, you should receive an email containing your enrollment number, your line of research, your supervisor’s contact details and the instructions for accessing the Graduate Academic Records (Controle Acadêmico de Pós-Graduação) (CAPG).

The first time you access the CAPG, you must register a password and check your personal details.

Each semester, you will have to enroll on the CAPG site. For this, you will have to contact your supervisor. Based on the courses offered each semester, you and your supervisor will decide together which courses you should take in that university term.

Thus, in the enrollment period established in the Academic Calendar, you must access the CAPG and request your enrollment. The request form generated must be printed and handed in at PEN office. It is essential that you should respect the deadlines established in the academic calendar, as documents handed in after deadlines will not be accepted. 

Cancelling Courses

You can cancel your enrollment in one or more courses, with the approval of your supervisor. For this, it is necessary to request the cancellation through the CAPG system, within the time period established in the Academic Calendar. The receipt generated must be printed, signed by your supervisor, and handed in at the PEN office. Failure to request cancellation, or requests made after the deadline, will be reflected negatively in the student’s final academic transcript (Histórico Final).

Academic Transcript

Upon accessing the CAPG, using your login and password, you will have access to your academic transcript (Histórico Escolar). In it, you can check your personal data, monitor the courses in which you are enrolled in that semester, the courses already taken, the grades made available, the courses validated, the quantity of credits required/obtained, the extra activities undertaken, the proficiency examinations registered, and the special situations, among others.

Pay attention to the minimum number of credits required and, if you have any doubts, contact your supervisor. Remember that the credits deriving from the dissertation seminar will only appear in your transcript after you have defended your dissertation before an examination committee.

If you have any doubts, or find any errors in your transcript, contact the PEN office.

Enrollment Certificate

In the CAPG, you can also access your Certificate of Enrollment (Atestado de Matrícula), which is a document stating your enrollment status in the Doctoral Degree Program in the current semester. If you need the document stamped and signed, it is enough to bring it to the PEN office during our office hours (10:00 am – 12:00 pm and 1:30 pm – 4:00 pm).

Request for Co-supervision

Together with your supervisor, you can request the appointment of a co-supervisor who has contributions to make to your research project. These contributions may be relevant, for example, to the theoretical framework and/or to the methodological design of your Dissertation work. For this, you must fill out the Co-supervision Request Form (Formulário de Solicitação de Coorientação) and hand it in at the PEN office so that the request may be considered by the Program’s Council.

If your co-supervisor is not a member of the UFSC faculty, attach to your request: a copy of his/her doctoral diploma, a copy of his/her identity document, and the filled out Registration Form.

Change of Supervisor

If, for some reason, it is necessary to change your supervisor, whether on the initiative of the student or the professor, you must both fill out the Change of Supervisor Form (Formulário de Substituição de Orientação) and hand it in at the PEN office for consideration by the Program’s Council.

Credits Validation

You can request validation of course credits obtained in or outside the PEN. Carefully read Normative Instruction 01/PEN/2013 and, with your supervisor, decide for which courses to request validation.

To validate credits from ANOTHER Program: You must print the syllabi of the courses you wish to validate and attach them to the Credits Validation Form (Formulário para Validação de Disciplinas) and to the Credits Validation Report Form (Formulário de Parecer de Validação de Disciplinas).

Following that, hand in the filled-out form to your supervisor so that he or she may write an opinion and hand all the documents to the PEN office, so that it may be considered by the Program’s Council.

After the date of the Council meeting, you can check in your academic transcript if the validation was approved.

To validate credits from PEN: If you have taken a single course in the program, send us an email with the name of the course to ppgen@contato.ufsc.br. You will receive a reply confirming the validation.

If you have already been a student in our Master’s program, print out your Master’s transcript and decide with your supervisor which courses are worth validating.  Make certain that this will comply with the above-mentioned regulation and hand in the transcript with the chosen courses highlighted and signed by your supervisor at the PEN office.

Scholarship Holders

If, when applying for admission, you indicated interest in a scholarship, wait for the Coordination to send you an email requesting you to fill out a socio-economic form (formulário sócio-econômico).

We remind you that for you to receive a scholarship, you must not be receiving payment arising from employment by a private company or by the State, in accordance with resolution RN-017/2006 of the CNPq and  Ordinance N. 76, of 2010 of CAPES. We advise you that you should carefully read the above-mentioned regulations regarding the requirements for receiving a scholarship, as well as your rights and obligations.

If you have received a scholarship and your employment situation changes in any way, it is your responsibility to immediately notify the Coordination and the Scholarship Commission. We remind you that if you wish to work as a substitute professor, you must have prior approval from the Scholarship Commission and from your supervisor.

A student who has received a scholarship, independently of the number of months, must comply with all the requirements for scholarship holders until completion of the degree, in accordance with the requirements of the funding bodies.

Teaching Practicum

The teaching practicum is an important strategy for integration between the Graduate and the Undergraduate Programs in Nursing, and for the training of doctoral students.

Undertaking the teaching practicum is obligatory for students with a scholarship. Talk with your supervisor regarding the teaching practicum, and carefully read Normative Instruction 08/PEN/2011. Enrollment in this course is done directly by the supervisor using a specific system, and is then considered by the Program’s Council. It is not necessary to make the request through the CAPG.

Annual Reports

In order for us to be able to update data regarding your research output with CAPES, at the end of each year you must hand in the Annual Student Report (Relatório Anual Discente), filled out and signed (as a printed version and by email).

Scholarship holders must also hand in – in addition to the above-mentioned Report – the Monitoring Form for Scholarship Holders (Formulário de Acompanhamento de Bolsistas).

Support for Events

To request financial support for events, carefully read the guidelines below and hand in the filled-out form to Claudia Garcia, in the Projects room: room 111, ground floor, Block 1. Should you have any doubts, send an email to administrador.ppgen@contato.ufsc.br or call us at +55 48 3721-2217.

Support for Events – Guidelines

Support for Events – Request

Support for Events – Reimbursement 

Qualifying Examination Committees

Regularly-enrolled students must undertake the Qualifying Examination of their Dissertation Project (Exame de Qualificação de Projeto de Tese). In order to request your examination committee, you must follow the steps below.

 1) Defining the composition of the committee

In conjunction with your supervisor, define the members of your examination committee. In accordance with the Normative Instruction 01/PEN/2014, your examination committee should have the following composition:

Effective members

Chair: Supervisor

1 – Dr., internal or external to UFSC (without cost to PEN)

2 – Dr, internal or external to UFSC (without cost to PEN)

Alternate member

3 – Dr, internal or external to UFSC (without cost to PEN)

Confirm the participation of all of the members of the examination committee, on the date and time established.

 2) Requesting the Qualifying Examination committee

After receiving the confirmation from all the members of the examination committee, carefully read the Guidelines for Requesting the Doctoral Qualifying Examination committee. Hand in the request form, duly filled out (typed) and signed, to the PEN office, a minimum of 30 days prior to the examination date.

 NB:   For external professors, you should attach to the request:

– a copy of their identity document;

– a copy of their doctoral diploma;

– External Professor Registration Form (Cadastro de ProfessoresParticipantes de Atividades UFSC) duly filled out (consult the Program’s office to see if the Professor is already registered).

Along with your request for the examination committee, you must also hand in a copy of the first page of an article in accordance with PEN Bylaws:

“Art.60 Single Paragraph. In order to apply for the doctoral qualifying examination, the student must meet one of the two following conditions:

I – to have an article published or accepted for publication in an indexed Brazilian or international journal after his or her entrance in the program;

II – to have submitted an article to a journal ranked by Qualis/CAPES, equal to or superior to B2, in the area of Nursing.”

Your request will be considered by the Program’s Council, which may suggest the names of other people to participate in the examination committee or may change the names indicated, in accordance with PEN guidelines and policies. Remember that the council meetings are always held on the third Wednesday of each month, and that to be placed on the agenda, the request must be handed in by the Friday prior to the date of the meeting.

3) Procedures after approval of the Examination committee

After the date of the council meeting, consult PEN office or the Doctoral Program student representatives in order to access the meeting’s minutes and check whether your request for the examination committee has been approved.

Check with the Program’s office which room is reserved for your examination, the equipment available, and whether the room’s capacity is appropriate for the number of people you are inviting. Remember that the qualifying examination must take place preferably in the room of the Research Laboratory to which the student belongs, it being the responsibility of the student to reserve the room.

The works must be handed in to the examination committee members a minimum of 20 days in advance, along with the Form for Forwarding Academic Works to the Examination Committee (Formulário de Encaminhamento de Trabalhos Acadêmicos à Banca Examinadora). The copying and delivering of the texts to all the members participating in the examination committee is entirely the responsibility of the student. 

4) On the day of the Qualifying Examination:

Ensure that you arrive a minimum of 30 minutes early for your examination, in order to test the equipment and collect the room key at the PEN office. Remember that PEN’s office hours are from 7:30 am to 12:00 and from 1:30 pm to 5:30 pm.

We remind you that the Office is not responsible for providing snacks, water or hot drinks. This is the responsibility of the student, along with tidying the room after its use.

Upon finishing the examination, check that all the equipment has been correctly turned off, the windows closed, the air-conditioning turned off and the room locked. Do not forget to return the key to the PEN office or place it in our lockable pigeonhole message box if the office is closed.

Dissertation Examination Committees

Respecting the time limit of 48 months, doctoral students must defend their dissertation orally before a committee. In order to request your examination committee, you must follow the steps below.

1) Defining the composition of the committee

Together with your supervisor, define the members of your examination committee. In accordance with the Normative Instruction 01/PEN/2014, your examination committee must have the following composition:

Effective Members

Chair: Supervisor

1 – Dr., external to UFSC

2 – Dr., external to UFSC

3 – Dr., accredited within the Program

4 – Dr., internal or external to UFSC

5 – Dr., internal or external to UFSC

Alternate Members

6 – Dr., accredited within the Program

7 – Dr., external to UFSC

Prior to inviting external members, request information at the PEN Office regarding the possibility of costs being met. After inviting the potential participants, confirm the participation of all members of the examination committee on the date and time established.

The Defense must take place in a public session and begin with the student’s oral presentation before the examination committee and the public, lasting 50 minutes. Following that, the examination committee members evaluate the text and proceed to the oral examination of the candidate. At the mutual discretion of the supervisor and the student, the public defense may be preceded by a reserved private session, with a preliminary character. The presence of all the effective members of the examination committee until the conclusion of the defense session is obligatory.

We remind you that, as determined by the Normative Instruction No. 54.2015.CUn (30 June 2015), the examination committee may involve the participation of members from outside UFSC through systems for audio and video interaction in real-time. If you need to use a video conference room, PEN, in conjunction with the Department of Nursing, has available Room 207-B. Besides that room, it is possible to reserve the University Hospital’s video conference room (the RUTE Room) or another room made available by other Programs at UFSC. In order to use Room 207-B, the student and supervisor must closely follow the  GUIDELINES REGARDING DISSERTATION EXAMINATION COMMITTEES WITH ONLINE EXTERNAL MEMBERS (ORIENTAÇÕES QUANTO A BANCA DE DEFESAS COM MEMBRO EXTERNO ONLINE).

In order to reserve the Teaching Hospital’s RUTE Room, an email must be sent to   agendarute@hu.ufsc.br; you can use this EMAIL TEMPLATE FOR REQUESTING THE RUTE ROOM. We remind you that, upon making the reservation, the student will receive a confirmation email; this email must be printed and handed in to the PEN office along with the request for the examination committee and the Reservation form for Room 207-B if this is the case. 

2) Requesting the Dissertation Examination committee

After receiving confirmation from all the members of the examination committee, carefully read the Guidelines for Requesting the Dissertation Examination Committee. Prepare the document carefully following all the guidelines and hand it in, duly filled out (typed) and signed, to the PEN office, a minimum of 45 days prior to the defense date.

NB: For external professors, you should attach to the request:

– a copy of their identity document;

– a copy of their doctoral diplomas;

– External Professor Registration Form, duly filled out (consult the Program’s Office to see if the Professor is already registered).

Your request will be considered by the Program’s Council, which may suggest other names to participate in the examination committee or may change the names indicated, in accordance with PEN guidelines and policies. Remember that the council meetings are always held on the third Wednesday of each month and that, to be placed on the agenda, your request must be handed in by the Friday prior to the date of the meeting. 

3) Procedures after approval of the Examination committee

After the date of the council meeting, consult the PEN office or the Doctoral Program student representatives to have access to the meeting’s minutes and check whether your request for the examination committee has been approved.

Check with the Program’s office which room is reserved for your defense and test the equipment beforehand.

The works must be handed in to the examination committee members a minimum of 30 days beforehand, along with the Form for Forwarding Academic Works to the Examination committee (Formulário de Encaminhamento de Trabalhos Acadêmicos à Banca Examinadora). Providing copies of the text for examination committee members is the responsibility of the student. Carefully read the Normative Instruction 01/PEN/2016, which establishes the criteria for elaborating and presenting theses and dissertations within the Nursing Graduate Program, as well as the Normative Instruction 07/Pen/2011 which regulates documentation to be handed in upon completing the degree.

4) On the day of the defense

Ensure that you arrive a minimum of 30 minutes early for your oral defense, in order to test the equipment and collect the room key at the PEN office. Bear in mind that PEN’s office hours are from 7:30 am to 12:00 am and from 1:30 pm to 5:30 pm.

If there is participation from external members in the examination committee, in order to facilitate matters, we suggest that you should bring with you, on the day of the defense, the signature sheet for the final version, in A5 format, given that all the members will be together and able to sign it. Remember: these signatures must be made in blue ink.

Your supervisor will take the minutes of your defense; pay attention to changes which the examination committee may suggest, as well as the time period indicated for handing in the final version.

We remind you that the PEN office is not responsible for providing snacks, water or hot drinks. This is the responsibility of the student, as is tidying the room after its use.

Upon finishing the defense, check that all equipment has been correctly turned off, the windows closed, the air-conditioning turned off, and the room locked. Do not forget to return the key to the PEN office or to place it in our lockable pigeonhole messagebox if the office is closed. 

Handing in the Final Version

For the printing and binding of the final version of the dissertation, it is necessary to collect signatures from the PEN Coordination on the signature sheet in A5 format. For this, it is necessary to send the final abstract of your dissertation to the Program’s office (via email or on a CD). Important: according to the ABNT rules, the abstract must contain a maximum of 500 words. 

Handing in the dissertation at the Library

 In the link below, you will find a document elaborated by UFSC University Library (BU/UFSC) containing instructions, based on UFSC regulations, for handing in thesis and dissertations at the library:

http://portal.bu.ufsc.br/files/2013/10/Checklist_TED.pdf

With the final version ready and all signatures collected, you must hand in the following documents at the Library:

 Handing in the dissertation at PEN office to request the preparation of the diploma

After handing in the final version of your dissertation at the Library, hand in the following documents at our office:

  • Two copies on CD (PDF) with all the signatures.
  • Proof of submission of at least one manuscript resulting from the dissertation in a journal ranked by Qualis CAPES as a minimum of B1.
  • Identity document – RG (original and copy);
  • Individual taxpayer number – CPF (original and copy);
  • Undergraduate Diploma (original and copy);
  • Master’s Diploma (original and copy);
  • Birth certificate or Marriage certificate (for those who are married/divorced); (original and copy);
  • Certificate from the supervisor;
  • Authorization for dissertation to be sent to the Center for Studies and Research on Nursing (Centro de Estudos e Pesquisas em Enfermagem– CEPEn);
  • Declaration proving the absence of debts to the University Library (collected from the University Library when handing in the final version);
  • Proof of Delivery of the Final Version of the Dissertation (Comprovante de Entrega da Versão final) at the University Library (collected from the University Library when handing in the final version);
  • Key to your pigeonhole messagebox, if you have not handed it back yet;
  • In the case of there being a payment of a fine due to delay in returning items to the Library, bring the proof of payment from the bank (original).

NB: Pay close attention to the deadline defined in the minutes, as failure to comply with it will entail a fine to the Library.

You will receive an email when your diploma is ready to be collected at the PEN office.

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