Progress reporting at the Department of Biosciences

What is the 3^rd Semester Evaluation?

The purpose of the 3^rd semester evaluation is to identify factors that may contribute to delaying your work, as well as identifying potential issues at an early stage, for instance with supervision, field work, experiments etc. As the evaluation is quite early in the project, the committee does not expect research results on a large scale. The main goal is to make sure you and your project are on the right track, and in case of problems, to offer you guidance and assistance.

What is the 5th/7th Semester Evaluation?

The 5^th (for PhD candidates on a three year contract) or 7^th (for candidates on a 4 year contract) semester evaluation is optional, but the committee should in connection with the 3^rd semester evaluation provide a recommendation in this regard. This evaluation will mainly be used to ensure that the potential issues noted at the previous evaluation have been addressed. The focus should now be more on the research results, and to make sure that you are on track towards wrapping up your PhD work. 

The Evaluation Committee

The committee must consist of two members nominated by the main supervisor.  These should be employed at UiO, as they will not receive a remuneration for this work, but cannot have a formal role in the PhD project (such as co-supervisors or collaborators). Furthermore, it is encouraged and advised to invite the same evaluation committee for both the 3^rd and 5^th/7^th semester evaluations if possible. The PhD Council at IBV has also the right to join the committee if they desire.

Your Presentation

You should prepare a 15-30 minute presentation for the evaluation, and send it to the committee at least a week before the evaluation so that they can prepare. Your presentation should include:

• A description of the status so far with comments on eventual deviations/changes regarding the research projects, educational component and teaching duties
• A description of what has been achieved so far in the project, including how latest research in the field has influenced the direction of the project.
• An overview of publications that are accepted, submitted, or in progress.
• An updated timeline for the research project/thesis writing with interim goals and an assessment of the most critical points
• A discussion of the probability of the project being completed on time according to the (revised) plan.
• Desired changes of terms to ensure the success of the project, enhance the quality of its outcome, and increase the job satisfaction etc.

The Process

Your main supervisor is in charge of organizing your evaluation, and should inform the PhD advisor at IBV as soon as the committee is set and you have agreed on a date. The PhD advisor will then send an e-mail to the committee and supervisors with the necessary information and forms for the evaluation. 

At the meeting, you first give your presentation, followed by an open discussion with both committee members and supervisors present. The supervisors then leave the room so that you can have a private discussion with the committee. The supervisors then get a similar session with the committee without you being present.

On the basis of the presentation and discussions, the committee submits a report to the PhD advisor, who in turn sends an e-mail to everyone involved with the committee's comments and suggestions. If there is any need for additional follow up from the Department, the candidate and/or supervisors will be contacted.