04.09.2017

Appendix 1 of the supervision document: Responsibilities of the doctoral student, supervisor and follow-up group

What is said below about doctoral students and dissertations also applies to postgraduate students and licentiate theses as provided for in the Degree Regulations of the University of Jyväskylä and more detailed instructions given by the faculties.

PDF

According to the Degree Regulations of the University of Jyväskylä, each postgraduate student registered for attendance is entitled to an adequate amount of supervision and guidance. The postgraduate student, however, bears the responsibility for the completion and quality of the dissertation.

Each postgraduate student shall have a personal supervisor-in-charge, nominated by the faculty or the department. The supervisor in-in-charge must have an employment relationship with the University of Jyväskylä, a doctoral degree and sufficient academic merits. In order to ensure continuity of supervision and guidance, a new supervisor-in-charge shall be nominated for the postgraduate student if the first supervisor discontinues the task. The University of Jyväskylä Graduate School for Doctoral Studies recommends that each new doctoral student should have at least two supervisors, one of them named as the supervisor-in-charge.

In addition, each student pursuing a doctoral degree shall have a follow-up group nominated by the faculty. The follow-up group is to include at least one external professor or docent external to the research group in which the dissertation is being done. The doctoral student and the follow-up group shall meet once a year. The supervisors attend the follow-up group meeting as well. Additional guidelines for doctoral student follow-up groups and for monitoring the progress of doctoral students have been formulated by the Graduate School steering board.

The doctoral student and the supervisors must register a collaboratively created plan for the supervision and the completion schedule of the doctoral dissertation using the supervision document form in the Korppi system. This appendix of the supervision document describes the duties of doctoral students who actively pursue postgraduate studies, and the duties of the supervisors and follow-up group.

Supervision of doctoral student

  • Regular guidance provided by the supervisor, and the support of the follow-up group
  • High-quality teaching provided by the University, faculties and departments
  • Study guidance provided by the faculty
  • The opportunity to participate in the activities of the University community
  • The opportunity to discuss postdoctoral career prospects with the supervisor and the follow-up group
  • Possibility to inform the follow-up group of any problems encountered in complying with the research and/or postgraduate study plan or in the supervision relationship.

Duties of the doctoral student

  • Completing the doctoral dissertation and postgraduate studies in accordance with the plan and schedule agreed with the supervisor, and completing the doctoral degree in four years of full-time study or in a net time corresponding to four years of full-time study when studies are pursued on a part-time basis.
  • Keeping the supervisors actively informed on the progress of the doctoral dissertation, submitting the agreed sections of the dissertation to the supervisors in advance before a supervision meeting, and taking feedback received into consideration.
  • Observing the Finnish Advisory Board on Research Integrity’s guidelines on responsible conduct of research and procedures for handling allegations of misconduct in Finland, the Ethical Principles of the University of Jyväskylä, the Ethical Principles of Publication and the Principles of Research Data Management at the University of Jyväskylä.
  • Participating actively in postgraduate study seminars and scientific events or other events promoting the research (e.g. meetings, seminars and conferences) arranged by the department, faculty or University. Upon request, presenting one’s own research in such events and, when possible, participating in national or international conferences, seminars or workshops arranged elsewhere.
  • Taking responsibility for participation in instruction. Course registrations are binding and must be cancelled in good time, if there is an insurmountable obstacle for attendance. In addition, one must make sure that the course is suitable for the stage of doctoral training when registering for the course.
  • Active submission of applications to receive funding from sources suitable for doctoral students (e.g. foundations, corporate funding and other supplementary funding, faculty doctoral schools, and doctoral programmes), and discussing and updating the funding plan with the supervisors.
  • Informing the supervisors and follow-up group of any problems encountered in complying with the research and/or postgraduate study plan.
  • When necessary, updating the postgraduate study plan and research plan together with the supervisors.
  • Upon request, submitting a report of the progress of postgraduate studies and/or doctoral dissertation.
  • Sending the article manuscripts included in the article dissertation to the supervisor for revision before submitting them to the publisher.
  • Citing the University of Jyväskylä and the student’s department or faculty (affiliation) according to instructions in the author information of scientific publications.
  • Submitting publications to the Open Science Centre for recording and recording other scientific activities directly in the TUTKA research and publication data system.
  • When possible, having at least a three-month research visit abroad in a destination that has been agreed with the supervisors and promotes the dissertation work.
  • Sending the dissertation to be checked with the plagiarism detection software when planning on submitting it for a preliminary examination, at the latest, or agreeing on checking the dissertation against plagiarism with other means.
  • Registering as attending or non-attending each academic year in the Korppi system (Section 19 of the Degree Regulations of the University of Jyväskylä).

Duties of the supervisors

  • Guiding the doctoral student when creating and updating the postgraduate study plan, research plan and funding plan.
  • Guidance and supervision of dissertation work so that the doctoral student will be able to produce a scientifically high-quality dissertation and complete a doctoral degree according to the planned schedule (e.g. in four years maximum time, if postgraduate studies are full-time). 
  • Introducing the doctoral student to the responsible conduct of science, the Ethical Principles of the University of Jyväskylä, the Ethical Principles of Publication and the Principles of Research Data Management at the University of Jyväskylä.
  • Meeting or otherwise supervising the doctoral student regularly, getting familiar with parts of dissertation before meetings, and giving feedback.
  • Disseminating instructions and announcements of the Graduate or Doctoral School to the doctoral student and helping in interpreting them in practice when needed.
  • Encouraging the doctoral student to work initiatively and independently.
  • Promoting the doctoral student’s integration into the national and international scientific community as well as encouraging him/her to create a peer support network.
  • Supporting the doctoral student’s career planning by collaboratively discussing his/her career plans and postdoctoral employment opportunities, as well as encouraging the student to proactively create contacts with potential employers already during the doctoral studies.
  • When possible, participating in the events in which the research of the doctoral student is handled and helping him or her in preparing for these events.
  • Follow-up of the doctoral student’s postgraduate studies and dissertation progress, as well as submission of an annual progress report upon request.
  • Directing the doctoral student to take responsibility for participation in instruction so that he or she understands that course registrations are binding and must be cancelled in good time, if there is an insurmountable obstacle for attendance, and that one must make sure that the course is suitable for the stage of doctoral training before registering for the course.
  • Advising the doctoral student on how to apply for funding, and/or when possible submitting funding applications together with the doctoral student to cover his/her salary, as well as research and travel costs.
  • Following good feedback practices as regards the doctoral student’s research results and performance evaluation (objective, constructive and encouraging).
  • Writing references and statements of evaluation.
  • Ensuring that articles included in the article dissertation are eligible for publication before they are submitted to the publisher.
  • Ensuring that the dissertation manuscript is eligible for preliminary examination.
  • Asking the student to send the dissertation to be checked with the plagiarism detection software when the student plans to submit it for preliminary examination, at the latest, and interpreting the comparison results.
  • If the doctoral degree to be completed is made for two or more faculties, assessing the relative input of supervisors from different faculties at the end phase of dissertation work.

Duties of the follow-up group

  • Supporting and follow-up of the progress of postgraduate studies and dissertation work and collaboratively refining the study and/or research plan, if needed.
  • Supporting the doctoral student’s career planning and discussing postdoctoral employment opportunities with him/her.
  • Paying attention to that the amount of teaching and other duties of the doctoral student is appropriate considering the maximum time of four years (if postgraduate studies are full-time) and does not prevent graduation within the target time.
  • According to given instructions, reporting of potential problems with the progress or funding of the doctoral studies (to the steering board of the doctoral programme or to the persons in charge of doctoral training in the department or faculty.
  • Verifying the supervisor information registered in the supervision agreement form in the annual meeting of the doctoral student and the follow-up group.

See also