In order to evaluate the progress of the thesis or the knowledge of the PhD candidate, the thesis director (and co-director if applicable) and the PhD candidate meet once a year to write 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: link sent to PhD candidates by the doctoral program 2 months prior to the deadline.
Connection: with your GASPAR account.
ANNUAL REPORT’S PROCESS AND DEADLINE
Each year, starting one year after the candidacy exam, you have to submit an annual report to your thesis director(s) on the state of progress of your work (art. 10 of the Ordinance on the doctorate).
In the online tool, you are requested to fill in 3 sections with the following information:
- your basic information.
- your research progress.
- and a self-assessment of your progress: this section is completed separetly by you and your thesis director(s), then discussed during a meeting (collaborative review).
Please note that the content you fill in is not confidential and will be revealed to all parties after the independent self-assessment 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 to organize 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
And if the report is rated as “Unsatisfactory” or you disagree with the content, 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:
- on how the tool works, please consult the help page.
- on the annual report process, please contact your doctoral program: [email protected]
ANNUAL REPORT’S PROCESS AND DEADLINE
Each year, starting one year after the candidacy exam of the PhD candidates, they 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 write the report will be sent by the program administrative assistant to the PhD candidates 2 months prior to the due date so that the process can be completed on schedule.
Once the PhD candidates completed their annual report, you will be requested by email to connect to the online tool to review the information provided and complete your part of the progress evaluation. Please note that the content you fill in is not confidential and will be revealed to all parties after the independent self-assessment and once the process is completed.
You will then be asked by email to arrange a face-to-face meeting with your PhD candidate (and the co-director if applicable) to review the information, discuss goals achieved and planned, and evaluate overall progress. During this collaborative review, you, as thesis director, will be able to access the content to be edited and completed.
A confidential meeting between the mentor and mentee is a mandatory element of the annual report.
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
And if the report is rated as “Unsatisfactory” or you disagree with the content, 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.
The deadline is the anniversary date of your PhD candidate’s admission to prepare the thesis.
Should you have any questions:
- on how the tool works, please consult the help page.
- on the annual report process, please contact your doctoral program: [email protected]
ANNUAL REPORT’S PROCESS AND DEADLINE
Each year, starting one year after the candidacy exam, your mentee has 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 PhD candidate is responsible to organize this meeting early enough so that the process can be completed on schedule.
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:
- on how the tool works, please consult the help page.
- on the annual report process, please contact your doctoral program: [email protected]
ANNUAL REPORT’S PROCESS AND DEADLINE
You will be notified by email each time:
- an annual report of a PhD candidate in your program is rated as: “Need some improvement” or “Unsatisfactory”.
- the PhD candidate disagrees with the content of the report.
And if the report is rated as “Unsatisfactory” or the PhD candidate disagrees with the content, a meeting will be held in order to seek appropriate measures to resolve possible problems and conflicts.
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 PhD candidates in your program by email, 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:
- on how the tool works, please consult the help page.
- on the annual report process, please contact the Doctoral School: [email protected]
