Guide For Doctoral Candidates And Supervisors
Guide for Doctoral Candidatesand SupervisorsTU Delft Graduate School
This document serves as a practical guideline for doctoral candidates and theirsupervisors at TU Delft Graduate School. The document describes the role of thestakeholders, the organisation and the work flow associated with the supervisionand training of doctoral candidates.Update July 2016
ContentsContents. 3Introduction. 4Establishing an effective supervisory relationship . 5THE DOCTORAL CANDIDATE . 6THE SUPERVISOR(S) . 6THE SUPERVISORY TEAM . 7THE MENTOR . 7Project planning and formal arrangements. 8GETTING OFF TO A GOOD START . 9THE RESEARCH PHASE (MONTH 4 – 42) . 11YOU ARE IN THE CENTRE . 12THE GRAND FINALE (MONTH 42 – 48) . 14Further Guidance .18DOCTORAL DEFENCE TIMELINE. 19
1IntroductionTU Delft Graduate School aims to stimulate the personal and professionaldevelopment of doctoral candidates at Delft University of Technology (TU Delft),to streamline the doctoral studies and to minimize dropouts. The GraduateSchool Guide has been drawn up in consultation with our university’s academiccommunity. It builds on existing rules and regulations at TU Delft, notably theDoctoral Regulations (DR), the Implementation Decree and the Code of Ethics.These regulations are leading, whereas the GS Guide is intended as a point ofreference that should be taken into account by all those involved. Furthermorethe Guide aims to contribute to high quality and completion within the nominalperiod of the doctoral project and reduce withdrawal from doctoral programmes.The most important regulations and provisions are available at the websitewww.graduateschool.tudelft.nl and www.tudelft.nl. The Faculty Graduate Schoolcan draw up specific and additional measures to adapt the work flow to the localorganisation.Selecting the right doctoral candidate is an important first step in a successfulPhD programme. The PhD selection guide written by the Human Resourcesdepartment aims at providing supervisors with the knowledge and toolsneeded to select the right doctoral candidate. Please refer to the HR websitefor an up to date version of this guide.4
2Establishing an effectivesupervisory relationshipDoctoral candidates can expect regular advice and support fromtheir supervisors; both reactive and proactive advice will be given.Appropriate supervision and a readiness to grow are vital to thesuccessful completion of a Doctoral Programme. This partnership isbased on (scientific) integrity and mutual respect which is beneficialto the research and careers of both the doctoral candidates and theirsupervisors.Successful partnership requires both doctoral candidates and their supervisors tofulfil certain roles and responsibilities.As members of TU Delft’s research community, both should adhere to theuniversity’s core values: Respect, Integrity, Expertise, Involvement, Transparencyand Avoidance of Conflicts of Interest as well as the generally agreed norms andprinciples of research conduct.5
2.1THE DOCTORALCANDIDATEThe doctoral candidate is the mostimportant actor in the PhD process.He or she is expected:TO TAKE the lead and show ownershipof the design, organisation and executionof the research work;TO DELIVER agreed work packages ontime;TO CONDUCT the research withcare and at or above the professionalacademic standard of the field.Reporting must be complete, clearand results must be well documented.Research data must be wellmanaged and shared according tothe requirements set by TU Delft andthe funding parties of the research.Research data originating from technicalsciences in the Netherlands can bedeposited in 4TU.ResearchData;TO STUDY the relevant work of othersandTO PROPERLY acknowledge this workand NEVER present work done byothers as one’s own work;TO MAINTAIN the customary academiccontacts with their fellow scientists;TO CONDUCT research anddisseminate results in accordance withall applicable codes and regulations,Faculty Graduate SchoolSupports the doctoral process atthe faculty level. This includes:advising doctoral candidates andsupervisors on GS guidelines andservices (e.g. Doctoral Education(DE) programme, Yearly ProgressMeetings) monitoring doctoralcandidates, checking of the DEprogrammes and processing formsof doctoral candidates.6including those regarding e.g.experiments with humans and animals,hazardous materials and substances,and (if any) agreements made with thefunding parties of the research;TO WRITE a dissertation that showsthe candidate’s ability to; conductindependent scientific research (notbiased towards an outcome in theinterest of the funding party), to masterthe topic, to reflect on own methodologyand results, and to discuss furtherresearch and/or applications;TO CONTACT the mentor or FacultyGraduate School if difficulties occur inthe relationship with supervisors andseek professional assistance in casepersonal problems appear.2.2.THE SUPERVISOR(S)The supervisors are expected:TO MAKE sure that there isa commitment for 4 years (with possibletermination);TO STIMULATE and support thedoctoral candidates in conducting theirresearch and to guide them towardsbecoming an independent juniorscientist;TO HELP the candidate to developa critical attitude, to be able to handlecritical comments, and to initiateeffective communication;TO PROVIDE prompt feedback andassist the candidate at regular meetingsto define short- and medium-termgoals, to reflect on the progress with thecandidate, and to help plan his or herdoctoral training and research;TO INTRODUCE and guide thecandidate into the relevant academiccommunities;TO STAY up to date with TU Delft’spolicy with regard to doctoralsupervision, regulations and qualityassessment;
TO HELP monitor the progress (usingthe Doctoral Monitoring Application),to provide administrative input and toadhere to work flow schemes;The mentor supports and advises thedoctoral candidate on issues relatedto the organisation and planning of theresearch and doctoral education.TO AIM for completion of the (draft)dissertations within 4 years;Mentors function as a sounding boardand can anticipate possible bottlenecksand, if necessary, refer the doctoralcandidate to relevant persons in theorganisation.TO CONTACT the mentor orFaculty Graduate School aboutnon-conformances and concerns.2.3.THE SUPERVISORYTEAMThe support of the doctoral candidateis mostly done by a supervisory teamconsisting of the supervisor and a dailysupervisor and/or additional members ofthe scientific community. The supervisoris the academic promotor: the personthat has the legal right to supervise(ius promovendi) and in that capacity toconfer the Doctors degree on behalf ofthe Board for Doctorates.The supervisor is responsible forthe proper guidance given by eachsupervisory team member, who shouldbe an expert in the field of research andhave experience with coaching doctoralcandidates or students. Team membersmay be affiliated with other organisationsfor Higher Education than TU Delft.At least one (daily) supervisor should beaffiliated with TU Delft.In the unfortunate case that the doctoralcandidate experiences doubts orproblems regarding the progress of hisor her Doctoral Programme the mentorwill inquire into the interpersonal relationwith the promotor and daily supervisor,and will encourage and help the doctoralcandidate to take ownership of theproblem.The mentor should never be involvedwith the doctoral candidate’s researchwork.The doctoral candidate and mentormeet at least twice during the firstyear, and at least once a year in thefollowing years.Research departmentDoctoral peers: Fellow doctoralcandidates.Daily Supervisor (sometimescopromotor): Usually an Assistantor Associate Professor. His or herrole is to interact on a frequentbasis in the research design,provide frequent guidance, trainingand feedback, monitor researchprogress and to make sure thatsufficient academic researchquality is reached by the candidate2.4.The Mentor2.4.THE MENTOREvery doctoral candidate is appointeda mentor, belonging to the scientificstaff.The mentor works at a different researchgroup, preferably at the same faculty.The mentor is a senior scientist, muchrespected and experienced supervisor,and may support several doctoralcandidates at different departments.Promotor: A supervisor with theIus Promovendi (the right to act aspromotor). At least one promotoris employed at TU Delft. Thissupervisor is responsible for theDoctoral ProgrammeScientific staff: This includesprofessors, assistant professors,associate professors, researchers,postdocs and doctoral candidates.7
3Project planning andformal arrangementsDifferent procedures and associated work flows andformalities apply to different phases of the doctoral trajectory.Three phases are identified: the introductory phase,the research phase, and the preparation of the dissertationand defence phase. Formal requirements are laid down in theDoctoral Regulations and Implementation Decree of the TUDelft (2014).INTRO0-38RESEARCH PHASEGRAND FINALE3-4242-48 MONTHS
about the work-culture at TU Delft andto discuss the expectations and criticalsuccess factors for a PhD projectcompleted in time;3.1.GETTING OFF TOA GOOD START(0 – 3 MONTHS)The supervisors ensure carefulselection of a doctoral candidate. Whenthe desired candidate is found and hasaccepted the invitation to do a PhDproject at the TU Delft, the supervisors,with the help of the department’ssecretariat:NOTIFY the Human Resourcesdepartment and the Faculty GraduateSchool so practical arrangements canbe made;WELCOME the first-year doctoralcandidate and introduce him or her tothe faculty GS;ENSURE that the first-year doctoralcandidates comply with the formalrequirements for registration with theUniversity Graduate School;HAVE A MEETING with the doctoralcandidate and, in case the project issubject to a research agreement witha third party, provide a comprehensiveand specific project description, includingthe assignment and funding conditions.Funding agreements may apply andprescribe the research topic and generalresearch plan. It may never affect theresults and independent and criticalattitude of the research team, includingthe doctoral candidate;MAKE WORK agreements with thecandidate, and to record these in thePhD agreement Form (include clearexpectations, a Doctoral Education planand work packages);TAKE the cultural background of thedoctoral candidate into account in settingup the proper supervision form. It isappropriate to inform the candidates,in particular those not having a studyor work experience in the Netherlands,INTRODUCE the candidate to thesupervisory team.In case the supervision is done jointlywith another, (foreign), institution forhigher education, the supervisor informsthe candidate about the agreementmade between the partner institutions.The candidate should formallyacknowledge (sign) the addendum of theagreement, which contains requirementsfor the Doctoral Education and otherproject conditions agreed between thepartners.All doctoral candidates:ENSURE that all personal formalities(registration, visa, permits, etc.) are inorder (international doctoral candidatescan contact the Central InternationalOffice for support);HAVE A FORMAL INTAKE withTU Delft Graduate School wheretheir original diploma and transcriptare checked and information on theGraduate School is provided;University Graduate School (UGS)Coordinates, develops andorganises transferable DEcourses and supports the doctoralprocess on university level. Thisincludes: advising and developingpolicy on doctoral matters, theintake and registration of all newdoctoral candidates, the centralDE administration and productionof DE certificates and preparationfor and admittance to the defenceceremony. Furthermore, UGS offersspecial services such as short termpsychology support for all kindsof personal issues or experienceddifficulties in the doctoral researchprocess, as well as personalcounselling and advice on differentcareer-related issues and workshopson professional development.9
HAVE an introductory welcome at theFaculty Graduate School; Publication plan (number and timingof anticipated publications)STUDY AND COMPLY with the Codeof Ethics and information received duringthe intake; Doctoral Education planning: skillsand competences to be gainedand developed and courses to befollowed for Transferable, Researchand Discipline-related skills.GAIN ACCESS to the DoctoralMonitoring Application (DMA) andprepare a DE Programme proposal;COMPLETE the PhD agreement Form(see below);PARTICIPATEat the introductory course for doctoralcandidates: the PhD Start-Up.3.1.1. The PhD AgreementThe PhD agreement is a comprehensiveproject plan and framework forsupervision. For all first-year doctoralcandidates the PhD Agreement isa prerequisite. The agreements aremade between the doctoral candidateand the supervisors. The PhDAgreement form should be submitted atthe Faculty Graduate School.The PhD Agreement Form containsthe following elements: Working title of the research Name of supervisor(s) and membersof supervisory team Research description and planning The supervisors and the first-yeardoctoral candidates agree ona reasonable and acceptable projectplan and framework for supervision.Timeframes and milestones helpcreate a useful structure for the fouryear horizon: the first-year doctoralcandidates and the supervisorsclearly describe the researchsubject, progress criteria (Go/No go)and the responsibilities of all thoseinvolved in the PhD Agreement.If the project receives externalfunding, the agreements madewith the funding agency should berecorded in the research plan.10 Agreements on supervision withsupervisory team: frequency andnature of supervision and meetings The supervisors agree to thedivision of specific responsibilities.They ensure that the project’s aims,content and planning for the next 4years are in realistic balance. Theyestablish the right organisational andlogistical working conditions for theirdoctoral candidates. Agreements concerning educational,financial support to attendconference meetings, participationin various research communities andother non-research activities. It is to be expected thatthe candidate receives financialsupport from the departmentor research budget, to traveland present his or her work atinternational scientific conferences. Teaching activities are part of thedoctoral candidates’ work and/oreducation. Supervisors inform their doctoralcandidates of the amount of timethey are expected to spend onteaching and other activities.Doctoral candidates can expect tobe asked to spend about 10 to 15%of their time on educational or otheractivities not directly related to theirown project. The planning in timeof these activities should be donein such a manner that the resultingdelay in the research progress of thePhD candidate is minimised. If applicable: arrangements dueto the personal situation of thecandidate.
3.1.2. The Doctoral EducationProgramme and DMAEach doctoral candidate is metaphoricallyspeaking a ‘student’ of TU Delft GraduateSchool: the Doctoral EducationProgramme supports the candidates’development. Doctoral candidatestake courses to develop Transferable,Discipline-related and Researchskills (minimum of 15 GS credits percategory). Some credits can be earnedthrough so-called Learning on-the-Jobactivities, such as presenting, publishingand teaching. The first-year doctoralcandidates should consider which skillsto develop in consultation with theirsupervisors.The first-year doctoral candidatesshould investigate which courses areavailable and prepare a proposal toobtain at least 45 GS credits, preferablyspreading the Doctoral Educationactivities evenly over the first 3 years.They should read the ‘Requirements,Conditions and Costs’ document andmake agreements regarding availablebudgets with the supervisors. Doctoralcandidates will be asked to evaluate thequality of the Doctoral Programme.DMA, the Doctoral MonitoringApplication, is a web-based tool used bythe doctoral candidates, the supervisorsand the Graduate School organization.The doctoral candidates use DMA torecord their DE programme planning, andto keep track of their course progress byuploading DE course certificates. Thesupervisors use DMA to monitor theprogress of their doctoral candidates.3.2THE RESEARCH PHASE(MONTH 4 – 42)Good supervision is a critical successfactor. At least once a year, eachdoctoral candidate will have a formalprogress and performance meeting withtheir supervisors for yearly evaluationand assessment. In addition, firstyear doctoral candidates and theirsupervisors should have regularlymeetings discussing the progress ofthe research, the DE programme andthe overall planning towards finishingthe doctoral dissertation in time. It goeswithout saying that supervisors anddoctoral candidates come to thesemeetings well-prepared and thatsupervisors reserve ample time forguidance and supervision.6 - 9 MONTHS MEETINGPreferably six to nine months after thestart of the Doctoral Programme thesupervisors and the doctoral candidatehave a meeting to discuss the at leastfollowing: feedback on progress, results, effortand performance; expectations for Go/No Go decision(“don’t worry”/ “some issues shouldbe addressed and there is doubt”/“big concern”). If there arereservations about continuation,explicit agreements on necessaryimprovements should be made ina ‘SMART’ format, meaning theagreements are Specific, Measurable,Acceptable, Realistic and Timebound. A ‘No Go’ decision should notcome as a surprise. how to prepare for the Go/No Go, e.g.required documents, presentation.11
You are in the centreYou are in the centresearch GroReupDailySupervisorPromotory Graduate SultchcaDirectorOfficerPhD MentorScientificStaffGraduateltyScuhacOfficerPhD choolsFaculty StaffHR etPhD CouncilTUNetConfidential Advisorfor port rectoriversity GradUnualooFPhD arch GrResearchSchoolssStaffouRepFaculty StaffYoungDelftHR AdvisorConfidential Advisorfor moodPsychologistversion November 201612TUNetversion November 2016korwiversity GradUnuaDoctoralCandidateolchoStePlease refer to the Graduate School website.Support StaffYoungDelft
Some faculties have formalised the‘6-9 months meeting’. Feedback andagreements are recorded on a specialform and submitted to the Faculty GS.9 – 12 MONTHS:THE GO/NO GO DECISIONWithin 9 to 12 months a formal Go/No Go decision should be made bythe promotor based on the doctoralcandidate’s progress and the qualityof the developed research proposal.The supervisor arranges a meeting atwhich the doctoral candidate presentshis research and plans. At the meetingat least the supervisory team membersand one or two independent membersof the scientific staff are present. All havereceived the appropriate documentationand the latter give an advice to thesupervisor with regard to the candidate’sperformance and progress.The supervisor takes the advice intoaccount when making his or her decisionfor a ‘Go’ or ‘No Go’. During this meeting,the PhD Agreement is discussed andusually revised/adapted.Doctoral candidates who fail to passthis milestone (and receive a decision‘No Go’) will have to leave the TU DelftDoctoral Programme. In case of doubtthe promotor may decide to postpone thedecision and require extra work from thecandidate (this will be recorded on theGo/No go form). A new meeting shouldbe arranged after which the decision istaken. In this case the decision shouldcome within 15 months after the start ofthe PhD Programme.It should also be made clear that the‘Go’ decision is an indication that thesupervisory team is of the opinionthat the candidate has shown enoughprogress to believe that obtaining theDoctorate is possible within the allottedtime. Despite a positive outcome at thismeeting if progress falls behind duringthe coming years a decision to end theDoctoral Programme can still be taken.In that unfortunate case, a sequence ofwell documented steps should be taken.Doctoral candidates are timely informedand are given support to raise theirstandard.The Faculty Graduate School providesmore information about this importantmilestone online. The local HRdepartment can also be asked for advice.AT 24 AND 36 MONTHS:YEARLY PROGRESS MEETINGSTypically 24 and 36 months after thestart of the Doctoral Programme,Yearly progress meetings are heldwith the doctoral candidate and thesupervisory team to discuss the progressof the research, the production of articles,the planning of the draft dissertation,and the status of the Doctoral Education.The meeting held after 36 monthsfocusses on the schedule for completingthe dissertation and the DE programme.The doctoral candidate’s next career stepis also discussed.MEETING WITH PEERSAND JOINING THE PHDCOMMUNITYThe research group and the fellowdoctoral candidates in the FacultyGraduate School create the doctoralcandidates’ peer-environment.Doctoral candidates are given theopportunity to present and discusstheir research in the research group orFaculty Graduate School, at peer-reviewmeetings, seminars or colloquia, in orderto prepare for public communicationabout their research findings. Mostfaculties have a Faculty PhD council orcommunity listed on their website whichmay help and represent the doctoralcandidates at Faculty Graduate Schoollevel. The PhD events organised by the13
Faculty Graduate School, PhD councilsand Promood – the independentuniversity wide body - provide anexcellent opportunity for contacts outsidethe research group.The supervisors encourage interactionwith fellow doctoral candidates andactive participation in PhD activities atTU Delft and elsewhere.Dutch national research schools mayprovide contacts and education withinthe specific scientific discipline of thedoctoral candidate. Contacts within thefunding agency or company can serveas a networking platform as well.Exposure to the international arena isessential to the doctoral candidates’development, network, and futurecareer opportunities. Visits to otheruniversities or research institutes shouldbe encouraged.Doctoral candidates should reflecton their future career and discussthe possibilities with their supervisorswell before the end of the DoctoralProgramme. TU Delft Career &Counselling Services supports doctoralcandidates who are considering thenext step in their career by providingone-on-one talks, workshops andactivities.3.3.PREPARING FORTHE GRAND FINALE(MONTH 42 – 48)The doctoral dissertation is aprofessional thesis - arranged accordingto the prevailing TU Delft guidingprinciples - which describes the scientificresearch done by the candidate.The dissertation may consist ofsubmitted and/or published articlesproduced by the candidate and writtenfor the appropriate scientific communityor may contain a monograph. In bothcases a clear introduction and researchor design challenge is provided togetherwith ample discussion, reflection andprospects of the results (for details of thelayout see Implementation Decree 2014,Article D).Next to the dissertation the candidatepresents his or her propositions. At leastsix statements do not directly deal withthe research work of the candidate butshow the individual’s quality to reflect onother e.g. scientific, philosophical and/or societal matters. The ImplementationDecree contains a detailed description ofpropositions.The public defence of the dissertationand propositions is the last exercise.During the defence the candidate ischallenged by the defence committee,with regard to the assumptions thatare made, the available literature, themethodology that has been used, theconclusions that are drawn and theforecast given.14
3.3.1. Preparing a dissertation anddefence dateThe doctoral candidate firstprepares a draft dissertation. Thedraft dissertation needs approval bythe supervisory team before it can besent to the University Graduate SchoolOffice (UGS Office: secretariat for theBoard for Doctorates). It is importantthat the candidate adapts the formalrequirements for the (draft) dissertatione.g. the mandatory layout of the frontand backside of the title page. Thecandidate should also make sure thatthe Doctoral Education programme iscompleted and should request its finalcheck at their Faculty Graduate School.After approval of the draft dissertation bythe promotor, the promotor signs FORMB and proposes independent membersfor the doctoral defence committeeto be appointed by the Board forDoctorates (see Doctoral Regulations,Article 13). The next step is to proposea preliminary date for the defence innegotiation with the members of thedoctoral defence committee, the UGSOffice, and the supervisory team. Thereare many stakeholders involved andcommunication between them needsmuch attention by the candidate and thepromotor.After a defence date has been set thecommittee will be invited by the UGSOffice to evaluate the dissertation andpropositions within 5 weeks. Withinthis period, reactions by the committeemembers will be sent via the UGSOffice or directly to the candidate and/or promotor. In case serious concernsare raised, the UGS Office will consultthe Board for Doctorates about how toproceed.At this point in time also practicalarrangements should be made, suchas a meeting with the chairpersonat the defence and arrangementsfor the ceremony and the reception(optional) with the UGS Office.The supervisors should ensure thatthe doctoral candidate follows thetimeline for graduation as set out in theDoctoral Regulations. They provideample feedback to the candidate onpreliminary versions of the dissertationand should clearly indicate when thedraft dissertation is within sight. Theevaluation and corrections of the draftdissertation should take place withintwo months before it is sent to the UGSOffice.The promotor is responsible for theplagiarism scan (serviced by the TUDelft library using iThenticate) of thethesis and propositions. The promotorindicates the date of the scan on FORMB and signs for his/her approval the draftdissertation (also FORM B).The promotor informs the doctoralcandidate about the intendedcomposition of the Doctoral Committeeand submits FORM C to the Board forDoctorates via the UGS Office.In exceptional cases, the promotormay propose the accolade of CumLaude (With Distinction), along withdetailed supporting arguments. Thisis a confidential matter betweensupervisors, members of the defencecommittee, and the Board forDoctorates. The Cum Laude is reservedfor the top 5% of the graduates. Thecandidate, department, and others arenot privy to these proceedings.Normally the defence committeeaccepts the draft dissertation (after thecomments are dealt with properly) andconsequently the Board for Doctorateswill grant access to the defenceceremony. When the promotor agrees(FORM D) the final dissertation may beprinted.15
3.3.2. The doctoral defence3.3.3. After the defenceHospitality is vital to the success ofDoctoral Defence ceremonies and isthe responsibility of the promotor.He or she should:The Doctoral Education certificate providesa clear overview of the doctoral candidate’scompetences and skills and may facilitatejob applications. Doctoral graduates arevalued alumni of the TU Delft - each Doctorrepresents a new, long-term extension ofTU Delft’s academic network.MAKE ADVANCE CHECKS to verifywhether the full doctoral committee will beable to attend at the designated date andtime;PAY ATTENTION to details in theorganisation of the ceremony, e.g.to adherence to the dress code, theinformation and welcome provided tocommittee members and other guests etc.;ENSURE that the quality of the committeeis exemplary with regard to academicexpertise, norms and values, and that thelaudation is strikingly apt.The UGS Office organises seminars aboutthe ceremonial requirements and practicalarrangements for the finalisation of the TUDelft Doctoral Programme intended for thedoctoral candidates. Topics include: the general order of events; when and how to schedule a defencedate; preparations for and procedure duringthe ceremony; forms and documents; tips and tricks for the defence.A mock-defence with supervisors andcolleagues may help prepare doctoralcandidates for their defence.Although the dissertation has already beenapproved at this stage, the Doctorate hasnot yet been awarded. A strong DoctoralDefence is important: it is the final andpublic demonstration of the candidate’squality and competences; the corner stone!16Further guidance
TIPS FOR DOCTORAL CANDIDATES FROMALUMNUS NOESKA SMITSTRENGTH LIES IN KNOWINGONESELF:SKILLS TO PAY THE BILLS (ORFINISH YOUR PHD AT LEAST):Before even starting a PhD, ask yourselfwhy you even want to do this. Do thedaily tasks you will be doing align withyour personal values and skillset?When you los
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