EDEE Annual Report

In order to evaluate the progress of the thesis or the knowledge of the doctoral candidate, the thesis director (and co-director if applicable) and the doctoral candidate meet once a year to prepare a report. A confidential meeting between the mentor and mentee is a mandatory element of the annual report.

The information is entered into an online tool that will generate a final PDF document as a report.

Access to the online tool is via a link sent by your doctoral program and connection with your GASPAR account.

Your doctoral program assistant will send you the link by email near the time your annual report is due for submission.

Annual report’s process

Each year, you will have to submit an annual report on the state of progress of your work (art. 10 of the Ordinance on the doctorate).

The annual reporting in EDEE takes place between 1st March and 1st June each year and only concerns students who have successfully passed their candidacy exam before 1st December of the previous year and have not yet submitted their final exam thesis jury proposal by the annual report deadline.

In the online tool, you are requested to fill in 3 sections with:

  • your basic information;
  • your research progress;
  • and a self-assessment of your progress: this section is completed separatly by you and your thesis director (and co-director if applicable), then discussed  during the annual report meeting.

Please note that the content you fill in is not confidential and will be available to all parties after the independant self-assesment of your progress and once the process is completed.

You will also discuss this report with your mentor in a confidential face-to-face meeting. You are responsible for organizing this meeting.

The report will be sent to the director of your doctoral program for verification if:

  • it is rated as: Need some improvement or Unsatisfactory;
  • you disagree with the content of the report

In those cases, a meeting will be arranged with the program Director.

At the end of the process, everyone involved in the report, including the mentor in blind copy will receive a PDF version by email.

Please note that the information is not stored in the online tool.

Should you have any questions:
Annual report’s process

Each year, your doctoral candidate will have to submit an annual report on the state of progress of their work (art. 10 of the Ordinance on the doctorate).

A notification to complete the report will be sent by the program administrative assistant to the doctoral candidate 3 months prior to the due date, so that the process can be completed in time.

Once your doctoral candidate has completed the annual report, you will be requested by email to connect to the online tool to review the information provided and complete your progress evaluation.

Please note that the content you fill in is not confidential and will be revealed to all parties after the independant self-assessment and once the process is completed.

You will then be asked by email to arrange a face-to-face meeting with your doctoral candidate (and the co-director if applicable) to review the information, discuss goals achieved and planned, and evaluate overall progress.

A confidential meeting between mentor and mentee is a mandatory element of the annual report.

The report will be sent to the dirctor of your doctoral program for verification if:

  • it is rated as: Need some improvement or Unsatisfactory;
  • you disagree with the content of the report

In those cases, a meeting will be held, in order to seek appropriate measures.

At the end of the process, everyone involved will receive a PDF version of the report by email.

Please note that the information is not stored in the online tool.

Should you have any questions:
Annual report’s process

Each year, doctoral candidates will have to submit an annual report on the state of progress of their work (art. 10 of the Ordinance on the doctorate).

A confidential meeting between the mentor and mentee is a mandatory element of the annual report. The doctoral candidate is responsible to organize this meeting early enough, so that the process can be completed in time.

The following themes could be discussed:

  • Advancing as a researcher (what has gone well, less well, how to improve, goal setting, which resources are needed, …)
  • Facets of career-building (contributions to the community, conferences, awards, networking opportunities, participating in possible soft skill courses on writing, communicating, managing, spin-off training, …)
  • Work-life balance
  • Communication (within the laboratory, with the thesis director and other lab members, matching expectations in terms of progress and future goals, …)
  • Life after the PhD (what kind of career options are there and how to explore them, …)

Please connect to the online tool, check your “Tasks to do” and “Proceed” to the form to confirm that the meeting has taken place.

At the end of the process, everyone involved will receive a PDF version of the report by email.

Please note that the information is not stored in the online tool.

Should you have any questions:
Annual report’s process

You will be notified by email each time:

  •  an annual report of a doctoral candidate in your program is rated as: Need some improvement or Unsatisfactory;
  • the doctoral candidate disagrees with the content of the report

In those cases, a meeting will be held, in order to seek appropriate measures.

In the online tool, you will have to confirm that you have checked the annual report and you may indicate any comments you have.

You will receive a PDF copy of every report of the doctoral candidates in your program by email, and so will the people involved in the annual report and your program administrative assistant.

Please note that the information is not stored in the online tool.

Should you have any questions: