Supervision document

Log in to the supervision document service with your JYU user ID. If you are creating a new supervision document, select New supervision document. If you want to update a previously created supervision document, click My Supervision Documents. Please note that you can only have one supervision document per doctoral study right.

New supervision document

Once you have logged in, the supervision document service will bring up a list of the doctoral study rights available to you.

1) Choose the doctoral study right related to the supervision document and edit the document. If the doctoral study right concerned does not appear as an option, please check whether you have registered your attendance for this term. Such registration is a prerequisite for a doctoral student to draft or update a supervision document. If you already have registered a supervision document in the Supervision document service, please log in to the service at My supervision documents.

You can check your current study rights and registration status for the current academic year from Sisu.

2) Read the appendices 1 and 2 in the Introduction section of the supervision document. If anything in the content of appendices puzzles you, please discuss it with your supervisors. The information in the Doctoral student section comes from JYU's student register.

3) Fill in the supervision document according to what you have agreed about the supervision arrangements with your supervisors. The faculty may already have pre-entered the data of your supervisors and follow-up group. You should not change these pre-entered data. Here are some tips for filling in the supervision document:

• Doctoral studies: If you are a new doctoral student who has started doctoral studies during the spring semester, please select “I will not study” for the autumn semester.
• Supervisors: Search your supervisor (supervisor-in-charge or other supervisor at JYU) with the supervisor’s name or username. If you cannot find your supervisor with a name, try searching with a username. The username is available in the Outlook address book. 
• Follow-up group: If you are not sure about your follow-up group, see the instructions on follow-up groups.

4) If you wish to continue editing the document at a later time, you can save it by clicking the SAVE button.

5) When the document is saved, you can continue editing it by clicking the EDIT button. Please note that the document must be in the edit mode when you add content. Otherwise, the data fields are not visible. Do not add content in Add comment fields.

6) When the document is ready and all required fields have been answered, confirm it for your own part by choosing CONFIRM or SAVE AND CONFIRM. The supervision document service notifies about the document by email to those supervisors of yours who have a JYU user ID. They can now view and, if they so wish, also comment on the content of the supervision document in the service. The document can be confirmed after all required fields have been answered. If the required information is not relevant in your case (for example it is not necessary to describe the division of work between the supervisors, if you have one supervisor), you can enter e.g. – or x in the required field to be able to confirm the document.

7) If your supervisors choose to propose changes to the content, the service sends you an email request to revise the supervision document. You can continue to edit the document and, if you wish, insert your own comments. The comments entered in the service constitute a conversation that is visible to all persons connected to the document (the student, supervisors, and an reviewer appointed by the faculty). When the document is ready, confirm it for your own part by choosing CONFIRM or SAVE AND CONFIRM.

8) The supervision document service will notify you by email once your supervisor-in-charge has confirmed the document. After this, the supervision document is confirmed and valid until the end of the academic year.

My supervision documents

Updating the supervision document

If there is a need to update the supervision document during the academic year, you can return the confirmed document to the draft state by clicking the RETURN DRAFT button, after which you can edit the document. Your supervisors can return the confirmed document to the draft state as well. In that case, the service sends you an email request to revise the supervision document. Remember to confirm the updates by clicking the CONFIRM or SAVE AND CONFIRM button. Also, your supervisor-in-charge needs to confirm the updates.

If your supervision or follow-up group arrangements change, please make sure the faculty has approved the change before updating the information in your supervision document. Contact the doctoral school of your faculty if necessary.

Confirming the supervision document for the next academic year

At the end of July, when the academic year ends, the supervision documents confirmed for the last academic year will be automatically returned to the draft state. Use the EDIT button to check and update the content of your supervision document and confirm the updates by clicking the CONFIRM or SAVE AND CONFIRM button. Also, your supervisor-in-charge needs to confirm the updates.

Deleting the document

If you have more than one version of your supervision document in the supervision document service, you can delete the unnecessary versions by clicking the DELETE button. You can delete a document that is in the draft state. If you are sure that you want to delete a document that is in some other state, return the document to the draft state to delete it.

Revision of a supervision document

1) Once the doctoral student has finished the supervision document and confirmed it for his/her own part, the document service will send you an email asking for your confirmation (supervisor-in-charge) or revision (other supervisors). The service will notify the supervisors, provided that they have a JYU user ID.

2) Log in to the supervision document service with your JYU user ID using the link given in the email or at https://www.jyu.fi/supervisiondoc/ (My supervision documents). You can now view the content of the document and, if you so wish, also comment on it in the service. The comments are inserted in the ‘Add comment’ field. The comments entered in the supervision document service constitute a conversation that is visible to all persons connected to the document (the student, supervisors, and a reviewer appointed by the faculty).

3) If you wish to propose changes to the content, you can send the student a request by clicking the RETURN FOR REVISION button. The student can return to edit the document and add their own comments. You will receive a new request for confirmation (supervisor-in-charge) or revision (other supervisors) once the student has confirmed the revisions made.

• If the doctoral student is being supervised by researchers from more than one faculty or independent institution of JYU, make sure that this is mentioned in the supervision document (doctoral degree between two or more faculties). This is a prerequisite for the payment of compensation for a doctoral degree between two or more faculties (instructions are in the intranet UNO).

Confirming the supervision document

When the document is completed, the supervisor-in-charge confirms it by clicking the CONFIRM button. Only the supervisor-in-charge confirms the final document. After this, the supervision document is confirmed and valid until the end of the academic year. Other supervisors can acknowledge the revision by clicking the ACKNOWLEDGE REVIEW button.

If a supervisor wishes to propose changes to the content of a supervision document that has already been confirmed, it is possible by using the RETURN CONFIRMED FOR REVISION button. Supervisors will receive a new request for confirmation (supervisor-in-charge) or revision (other supervisors) once the student has confirmed the revisions made.

The supervision document is drafted and confirmed annually at the beginning of a new academic year. In addition, the doctoral student can update the supervision document whenever necessary. After an update, the supervisor-in-charge needs to confirm the document again.

Unconfirmed supervision document

The supervisor-in-charge can opt to refuse to confirm the supervision document if the student has not made satisfactory progress in their doctoral studies and research during the previous academic year. To do this, click the REFUSE CONFIRMATION button. In this case:

• The supervisor-in-charge must start the process to deactivate the doctoral student’s study right (instructions in Intranet UNO).
• The supervision document service will send the student, the supervisors and the reviewer appointed by the faculty an email message about the commencing of deactivation process.

My supervision documents

All supervisors can log in to the service with their JYU user ID at any time and view the documents for which they are registered as supervisors. However, supervisors cannot edit, supplement or update the content.

In addition to the doctoral student and the supervisors, the reviewer appointed by the faculty doctoral school have access to the information entered in supervision documents. The reviewer can fill in data beforehand and also view the information so as to compile reports for the faculty’s statistical and developmental purposes. The information entered in the supervision document will also be partly transferred to the University’s database for the compilation of statistics and for the University’s internal reporting and development purposes.

• Draft: Supervision document is uncompleted (created or updated). The students has not confirmed the document for their own part.
• Pending: Supervision document that has been confirmed by the student and is waiting for the confirmation of the supervisor-in-charge.
• Confirmed: A valid supervision document that has been confirmed by both the student and the supervisor-in-charge.
• Unconfirmed: Supervision document that the supervisor-in-charge has opted to refuse to confirm. See Deactivation of Doctoral study rights (intranet UNO)
• Thesis accepted: Supervision document registered for a doctoral dissertation that has been examined and accepted. The student is not reminded to update the document.

• Student: Student registers and updates the supervision document. In addition, student confirms the document for their own part.
• Supervisor: Supervisors discuss the content of the supervision document with the student. The supervisor-in-charge confirms the document.
• Reviewer: Reviewer is a faculty-specific person responsible for the study administration of the doctoral programme, who can pre-fill and view the information in the supervision document.

Do you have a problem in adding your supervisor to your supervision document?

Please enter the name of your supervisor in the supervisor field (supervisor-in-charge and other supervisor at JYU). The supervision document service will search supervisor’s information from the University's contact information. If you cannot find your supervisor with their name, try searching with supervisor’s user name or contact doctoral studies services via HelpJYU service portal.

Do you have a problem in confirming your supervision document?

Save and confirm button will become visible when you have entered information in all required fields. Select Edit and check that you have entered information in all the required fields. Required fields are marked with a red dot.

Do you have a problem with entering the number of articles?

If you have chosen the article dissertation as the structure for your dissertation, you will be asked additional questions about the number of articles. If you indicate that your dissertation is planned to consist of three articles, the total number of articles at different stages (not started/manuscript/peer review/published) must also be three. Enter these numbers as integers. Do not add text to the fields.

Do you have a problem in updating your supervision document?

You can create one supervision document for each doctoral study right. If you receive the error message even though you have registered for attendance, please make sure you have logged in the service using the Login to view your supervision documents link (instead of Create a supervision document).

Other problems related to supervision documents

In other problems related to supervision documents: 1) try another web browser, 2) contact doctoral studies services via HelpJYU service portal. For feedback about the supervision document service, please use the feedback form (requires login).

If needed, please familiarize yourself with the privacy notice.