It is the responsibility of the supervisor to provide the student with regular information as to the student’s progress (to ensure that the student feels properly directed and able to communicate with the supervisor), and, where problems arise, provide guidance and assistance as to necessary corrective action. The supervisor should alert the Director of Graduate Studies to any problems experienced in supervising the student.
The completion of the quarterly supervision report, to which both student and supervisor contribute via Graduate Supervision Reporting (GSR), is mandatory for supervisors. Departments/ faculties are responsible for taking any action required in cases of non-submission by supervisors.
Timetable for reporting
Students will have a three week reporting window, and supervisors will have a four week reporting window, but they will also be able to report as soon as the student has submitted their report. The Director of Graduate Studies is able to view reports and may submit comments at any time during the reporting period. The college advisor may also view reports at any time and record the number of meetings held with the student. The exact reporting dates will be published in Graduate Supervision Reporting (GSR), following the timetable below:
Timetable for Reporting (PDF)
Content of reports
The discussion of the information to be recorded in the supervision report by the student and supervisor should be viewed as part of a regular review of progress. Each report should also state the nature and extent of recent contact with the student, and, if there has been none, state why this is so. At the end of the first term, the supervisor and student should review, not only academic progress, but also how well the student has adjusted to their new work environment, how well the environment is meeting their needs, and plans to remedy any deficiency. The quarterly report should also include a review of the student’s professional and career development since the previous report, giving both the student and supervisor an opportunity to reflect on skills already developed and to think about areas for further development. The student is also invited to indicate the level of contact they have had with their college advisor during the reporting period.
Flagging of concerns
GSR includes a mechanism by which a student or supervisor may flag that they have concerns about the student’s academic progress. This flag will also be visible to the DGS and college advisor. The flagging system should only be used for concerns about academic progress or problems with the project. It should not be used to report a concern about problems in the student-supervisor relationship or in the work environment. These concerns should be raised with the DGS in the first instance, and be pursued through the department/ faculty’s complaints procedure if necessary. If the supervisor has concerns about the student’s academic progress, these should be discussed with the student before being flagged on GSR.
The flagging mechanism in GSR has three categories: minor concerns, major concerns, or severe concerns. The DGS should review all flagged concerns and take action as appropriate. A severe concern flagged in GSR should result in a meeting with the DGS without delay (this may be via Skype or similar in the case of part-time students). The DGS should note in GSR the action being taken to resolve the matter.