3rd-semester follow-up (3SF)
The 3rd-semester follow-up will take place between 12 and 15 months after employment. The following participants must be present: the candidate, supervisors, and the local PhD committee incl. coordinator for the committee.
Committee
- The committee is to have 3 competent members (this will usually be members of the local PhD Council at ITA) who will assess the academic progress in regards to the PhD agreement and project description.
Note! Supervisor/Co-supervisor will not represent the committee if their own students are going through the 3SF. They will only have the role of a supervisor in this case.
- In addition, the coordinator of the local PhD council will check the educational component in the agreement (courses, special syllabus, summer/winter schools).
- All participants will receive a digital copy of the PhD agreement and the projects description a couple of day before the meeting.
Program
- The candidate has a presentation about the PhD project for the committee (duration ca. 15 minutes).
- The committee interviews the candidate (duration ca. 15 minutes). The supervisor(s) will not be present. The candidate has completed the 3SR after the interview and presentation, and does not have to stay for the rest of the meeting.
- The committee interview(s) the supervisor(s) (duration ca. 15 minutes). The candidate will not be present. The supervisor has completed the 3SR after the interview and does not have to stay for the rest of the meeting.
- The committee writes a summary, which will specify if any measures need to be taken.
The report is sent to the PhD administration at the MN Faculty. If measures need to be taken, the faculty will, in consultation with ITA, discuss possible solutions.
Yearly follow-up
All candidates and main supervisors are required to submit an online form regarding the progress of their projects. Both candidates and main supervisors must submit separate forms by a specified deadline. Only the coordinator of the local PhD committee has access to the raw data; the information is not shared with others without permission from the form's submitter.
The following individuals are not required to submit the form, but may do so voluntarily if they wish:
- candidates who have recently had their 3rd semester follow-up or will have it within the next 6 months
- candidates who are about to defend their dissertation (within said semester)
- candidates who have just started as PhD students (less than 6 months)
Supervisors of the aforementioned candidates may also voluntarily report if they choose.
Procedure
Annual follow-ups are conducted electronically using an online form. Candidates and supervisors will get access to their respective online forms from the local PhD coordinator. The main supervisor may forward the form to co-supervisors who have more active roles and wish to share their reflections.
The PhD coordinator specifies to the supervisor which of their PhD candidates they must submit the follow-up form for. They may also submit forms for their other PhD students if they wish, but this is not a requirement.
The PhD coordinator reviews the submitted responses. They will inform the PhD committee chair if there is a need to provide assistance, if the candidate/supervisor gives their consent.
If the supervisor requires help: The PhD committee chair, coordinator, and supervisor will meet for a discussion. The rest of the PhD committee may also participate if necessary. A meeting with the candidate is arranged only if needed.
If the candidate requires help: The PhD committee chair, coordinator, and candidate will meet for a discussion. A meeting with the supervisor is arranged only if needed and with the candidate's consent.
Candidates/Supervisors who are satisfied will not be called in for meetings, but will be only mentioned anonymously in the report.
- The committee summarizes the findings, and the PhD coordinator drafts a report in which candidates and supervisors are anonymized. Any measures, if necessary, will be outlined in the report.