Doctoral Supervisors
In the beginning of doctoral studies, at least two supervisors will be appointed for every doctoral researcher. The supervisors are appointed by the Dean in the decision on admission to doctoral studies. The requirements for the supervisors vary among the faculties.
The roles and responsibilities of doctoral supervisors and doctoral researchers
The role of a supervisor is to
- supervise the doctoral research, assist the doctoral researcher in structuring the various stages of their research work (see Supervision Plan), and engage in conversation about possible careers with the intended competencies and degree (Career Plan),
- provide guidance in preparing a personal study plan for doctoral studies in such a way that the plan meets the objectives of the degree, the personal aims of the doctoral researcher, and the doctoral programme’s curriculum,
- submit, without undue delay, the doctoral researcher’s study attainments for registration,
- familiarise the doctoral researcher with the ethical issues of conducting research, good scientific practice, and the principles of managing research data,
- commit to supervision: Discuss the elements of the doctoral research, provide the doctoral researcher with constructive feedback, and support the research inquiry and the progress of the doctoral studies,
- facilitate the doctoral researcher’s integration into the national and international scientific community and encourage them to create a peer support network,
- support the doctoral researcher in applying for funding, and write recommendation letters and statements in timely fashion,
- ensure that the research meets the context- and form-based criteria required of a doctoral dissertation before it is submitted for review or pre-review,
- go through and evaluate the comparative results provided by the plagiarism detection system on the manuscript of the doctoral dissertation.
The Supervision Plan, Career Plan, and the Personal Study Plan all aim to support the supervision teams (doctoral researcher and the supervisors). The courses that the doctoral researcher provide a great opportunity for the team to elaborate on research and field specific ethics, data management, safe and responsible use of AI, etc., and engage in mutual learning during supervision meetings.
The responsibility of a doctoral researcher is to
- register each year as present or absent,
- ensure that their research plan is updated and to commit to conducting research,
- follow actively communication related to doctoral education (e.g., Viva Engage channels of Doctoral Programmes, Doctoral School and/or the Faculty) and Handbook of Doctoral Education in Kamu,
- prepare a personal study plan for doctoral studies on the basis of the research topic, the scientific objectives of the degree and their personal aims, for example, career goals, and ensure that the plan is kept up-to-date,
- submit to the supervisors, without undue delay, documentation concerning study attainments based on scientific activities,
- familiarise themself with guidance on research ethics and data management principles, and comply with these in pursuing studies and conducting research for the doctoral dissertation,
- utilise guidance and take into account feedback received from the supervisor (see Supervision Plan) as well as make use of the opportunities for guidance from and in the community at large (e.g., peer support),
- participate during their studies in the activities of the scientific community and in scientific discussion and doctoral education,
- bear responsibility for obtaining financing (e.g., foundations, funding by a company, and other supplementary financing) and request, when necessary, a reference/recommendation letter from the supervisor in good time, before the deadline of application,
- submit the manuscript of the doctoral dissertation for scrutiny by the plagiarism detection system prior to pre-examination, request a public defence, publish the doctoral dissertation, and apply for the degree certificate.
Changing doctoral supervisors
The supervisor can be replaced for a justified reason or additional supervisors can be appointed. Examples of justified reasons are if the theme of the research project has been changed or readjusted or if the research project is not making satisfactory progress.
The proposal for replacing a supervisor may be made by the doctoral researcher or by the supervisor. Replacement of a supervisor is agreed on between the parties, and the final decision is made by the Dean. To start the process, fill out the form for changing supervisors. Have the form signed and deliver it to the faculty.
Please also see information on conflict situations in Kamu.
Support for supervisors
According to research, satisfaction of the doctoral researcher increases when the supervisor and the doctoral researcher have a mutual understanding on the supervisor’s duties, and the contents and frequency of supervision (Pyhältö et al. 2015). A supervisor has a crucial role in the progress of doctoral studies in many ways. Yet, formal supervision should not be the sole source of guidance in one’s doctoral journey. Support from the supervisors and the research community at large, for example, decreases the risk of attrition and professional exhaustion (Peltonen et al. 2017). Conferences, seminars, multidisciplinary courses, formal and informal peer support groups, and conversations with other professionals are all beneficial in shining light to the process.
The Doctoral School offers supervision training for all supervisors. Sign up to the self-learning material “Toolkit for Supervisors” on Moodle. You receive information on available trainings directly to your email from the Toolkit Moodle, from posts to Doctoral Education Viva channel, and by searching the UEF Training Calendar (keyword “supervision”).
Support for doctoral researchers to plan and lead your project
Have an annual conversation with your supervisors on the topics laid out in your Supervision Plan to agree and review, for example, the division of duties, guidance, and support as well as the practices and working methods of your supervision team.
See tips produced in a workshop “Seminar for PhD students and their supervisors” in 2018 by Professor Sanna Vehviläinen (see Sway presentation How to improve PhD supervision) edited by Dr. Ira Virtanen.
- Reflect on and disclose your working habits and communication style to your supervisors (e.g., self-leadership, need for guidance, desired frequency of interaction, etc). Be open to negotiating and learning new practices.
- Share, discuss, and express your expectations and feelings with your supervisors. Acknowledge that they have their own goals and work tasks.
- Make sure that you agree on the mutual goals and practices. Furthermore, as time goes by and the research progresses, it is recommended and inspiring to review the practices, make editions, and celebrate the goals already achieved and verbalise the goals remaining before graduating.
- Prepare for meetings with the supervisors in advance. Define the agenda and send the relevant information beforehand. Negotiate what “beforehand” means to each party and make sure everyone commits to the timeline. Deadlines bring clarity, predictability, and much needed support for time management and cognitive wellbeing.
- Make memos during the supervision meetings. Decide together where the memos will be stored and how they will be used for the benefit of the collaboration.
- Give (also positive and encouraging) feedback to your supervisors. Affirm what works and be assertive in making suggestions.
- Find your own networks and meet your colleagues also in informal settings. Social support from peers enhances your wellbeing. We are pleased to offer you a course on “Peer Mentoring and Collegial Relationships” (see more from Peppi).
- Balance work and free time, and keep your working hours reasonable. Relaxation and recovery will not slow you down. In fact, it helps you to be more productive. Creative work such as research benefits from idle time, walks in the nature, and conversations with others.
- Take a break, sleep enough, exercise, get fresh air, eat healthy, break the routines. Get curious about the different ways researchers conduct their work – learning about what works for you builds self-leadership skills and extends the understanding of various perspectives and routines.
- Most disagreements are a results of misunderstanding, poor listening, or expectations that were not communicated clearly. It is a normal part of human interaction. Sustain optimism and consider the other’s perspective. If something in your relationship with your supervisor is not functioning, take the initiative for improving it. It starts in communication.
More information
- Shared rules vitally important in the doctoral researcher-supervisor relationship by Tieteentekijät
- Role perception rating scale (RPRS)– tool a for making mutual expectations visible
- Research Supervision (1145010) – a course targeted for doctoral researchers (see Peppi)
- Materials from the Seminar for PhD Students and Their Supervisors (2018)