07.09.2018

Preparing a supervision document

When the preparation of the document is preceded by a joint discussion on the supervision arrangements or when the supervision document is jointly drafted, the proceedings are at the simplest as follows:

  1. The student logs in to the service, prepares the supervision document and confirms it for his/her own part.
  2. The supervision document service sends by email a confirmation request to the supervisor-in-charge as well as a revision request to the other supervisors having a JYU user ID.
  3. The supervisor-in-charge logs in to the service and confirms the supervision document for his/her own part.

If it is not possible to discuss the supervision arrangements in advance, there is a comment function available in the supervision document service that the student and supervisors can choose to use in order to discuss about the contents before confirming the document.

Supervision document service

Instructions for the doctoral student

1) Log in to the supervision document service with your JYU user ID at https://www.jyu.fi/supervisiondoc/.

2) New supervision document. 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.

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. If changes occur in your supervisors or follow-up group, the data should be updated in the supervision document accordingly. Please confirm first, however, that the doctoral school of your faculty has the same information about your supervisors and follow-up group as you.

4) If you wish to continue editing the document at a later time, you can save it by clicking the SAVE button. The document can be saved after all required fields have been answered. If necessary, you can enter e.g. – or x in the required field to be able to save the document. You can do the same 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). When the document is saved, you can continue editing it by clicking the EDIT button.

5) When the document is ready, confirm it for your own part by choosing 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.

6) 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 SAVE AND CONFIRM.

7) 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.

8) My supervision documents. 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 RESTORE DRAFT button, after which you can edit the document. Remember to confirm the updates by clicking the SAVE AND CONFIRM button. Also your supervisor-in-charge needs to confirm the updates.

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

Instructions for the supervisor

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) My supervision documents. 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/. 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 RESTORE DRAFT button. The student can return to edit the document and add his/her own comments. You will receive a new request for confirmation (spervisor-in-charge) or revision (other supervisors) once the student has confirmed the revisions made.

4) 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.

5) The supervisor-in-charge can opt to refuse to confirm the supervision document if the student has not made satisfactory progress in his/her 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.
  • 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.

6) 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.

7) 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.

Privacy notice

Problems related to supervision documents

In problems related to supervision documents: 1) try another web browser, 2) contact your Doctoral School or graduate-school@jyu.fi. For feedback about the supervision document service, please use the feedback form.