Effective supervisor – PhD interaction

Supervision is a two-way process, requiring clear communication, managed expectations, and regular feedback. Both supervisors and PhD candidates must maintain the right attitude and behaviour. The GSLS aims to support you in supervision, by providing an interactive training course on our view on what good supervision entails.

As a supervisor, you bear responsibility not just for the research progress but also for a critical phase in a PhD candidate’s career. Balancing this with your other obligations can be challenging. The GSLS offers an interactive training course ‘Toolkit for supervisors’ to support you in developing effective supervision skills.

Without a clear job description for PhD supervisors, it can be hard to know what is expected. To clarify responsibilities and encourage initiative, the GSLS has adopted Leiden University’s ‘Golden Rules for PhD Supervision,’ which we refer to as ‘Effective supervisor-PhD interaction: a two-way process (pdf)'. These guidelines are balanced for supervisor and supervisee. They focus on the expectations, attitudes, and behaviours of both parties, fostering a professional relationship aimed at the PhDs candidate’s successful doctorate and future career. By setting these guidelines and offering training to develop these skills, we aim to help you establish this professional supervisory relationship with your PhD candidates.

Responsibilities

According to the Utrecht University’s Doctoral Degree regulations and guidelines, each PhD candidate must have a supervisory team of 2 to 4 members (promotors and copromotors). One member should be assigned to daily supervision. The team divides supervision tasks and communicates them to the PhD candidate, who includes the tasks in the Training and Supervision Agreement (TSA).

The supervisory team is responsible for the quality of the research and the doctoral thesis, monitoring project progress, skill and competence development, and securing resources, including the budget for the entire PhD before the candidate starts. The PhD track is four years full-time, but at least three years full-time. Part-time tracks should be proportionally longer. PhD candidates must be registered in MyPhD within 3 months after the start, and no later than three years before graduation. If a PhD candidate does not complete their PhD, ensure they are deregistered in MyPhD.

Arrangements

The next section provides an overview of all the arrangements that need to be made during the PhD journey. These arrangements apply to all categories of PhD candidates.

PhD Step		When?	What is expected from the supervisor?
1	Preparation	Minimum of 4 weeks before start (2 months for international PhDs)	The quality of the applicant is of vital importance. Take research focus and scientific curiosity of the candidate into account. For international PhD candidates, check the validity of their diploma through the Admissions Office and ensure they have demonstrated proficiency in English. Arrange practical matters with HR. Secure research funding for the entire PhD track of four years full-time, or at least three years full-time. Part-time tracks are proportionally longer. For PhD candidates without employment status, arrange a hospitality agreement (gastvrijheidsovereenkomst) and secure budget to follow training and attend conferences. Compose the supervisory team and divide the various supervision tasks. See section responsibilities on this page.
2	Registration & Admission to PhD track	At the start of the PhD, but no later than 3 months after the start	Select a GSLS PhD programme together with your PhD candidate. Your PhD candidate will select one or, preferably, two mentors and may need your advice. Ensure your PhD candidate registers in MyPhD. GSLS PhD programme and mentors must be included. All members of the supervisory team need to approve the registration via the email received from MyPhD. Only after their approval, the candidate is officially registered.
3	Completion of Training & Supervision Agreement (TSA)	Within 3 months after the start of the PhD	Complete the TSA, including an Individual Training Plan, together with your PhD candidate. The PhD candidate must submit the TSA via MyPhD, after which it requires approval from all members of the supervisory team and the PhD programme coordinator through MyPhD. Inform your PhD candidate about compulsory training at Utrecht University.
4	Annual PhD Progress Meetings	End of each PhD year	Hold the Annual PhD Progress Meeting with PhD candidate and mentors. Use the GSLS Annual PhD Progress Report form, available through our website.
5	Go/No-Go Decision	End of Year 1 (between 9–12 months)	Hold the go/no-go meeting with your PhD candidate, which varies between institutions. This can be part of the first annual PhD progress meeting.
6	Completion Plan	One year before the end of the PhD track	Together with the PhD candidate and mentors, complete the Completion Plan. This can be part of the last Annual PhD Progress Meeting.
7	Completion of PhD track	Before end of contract (or intended end date for PhD candidates without employment status)	Compile the Assessment Committee. After your approval of the doctoral thesis, ensure your PhD candidate submits the thesis to the assessment committee via MyPhD. The doctoral thesis must be submitted at least 4 months before the intended defence date. See the Utrecht University website for the arrangements that must be made concerning the submission and approval of the doctoral thesis and defence.
8	GSLS Training Certificate	2 months before doctoral thesis defence	Ensure your PhD candidate submits a request for a GSLS Training Certificate using the application form available on the GSLS website.

Effective supervisor – PhD interaction

Responsibilities

Arrangements

Timetable

Contact

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