Three regular assessments

During the PhD programme, the PhD student must submit three regular assessments. The assessments provides an opportunity for the PhD student to discuss and reflect on the PhD project and get feedback from the supervisors.

The dates for the regular assessments are stated under your PhD registrations on KUnet.

Fill in a regular assessment form

Dialogue guide

You can take inspiration from this dialogue guide for regular assessment meetings. The guide is intended as a tool to encourage a positive dialogue at the meeting. It provides a number of topics for discussion that the PhD student or the supervisor group can raise during the meeting.

The topics are a supplement to the mandatory questions to be addressed at your regular assessments.

Written assessment report
One week before the assessment meeting, the PhD student must submit a written report to the principal supervisor, co-supervisors and external assessor (1-2 pages). The report must include:

  • Background and rationale for the project
  • A description of the results to date and a preliminary interpretation of them
  • A description of any deficiencies and bottlenecks in the project
  • Proposals for any alterations to the PhD plan
  • Other issues the student wishes to discuss at the meeting
  • The written report and the PhD student's presentation form the basis for the assessment.

Oral presentation

  • The presentation should last 30-45 minutes.
  • The PhD student presents the background and rationale for the project.
  • The preliminary results are presented, interpreted and discussed in relation to the overall objectives of the project.
  • The meeting takes stock of any deficiencies and bottlenecks and plans for the remainder of the PhD programme by describing the adjustments that are expected in the PhD plan.

Assessment meeting

At the regular assessment meeting, the discussion is based on the mandatory questions listed in the assessment sheet. As basis for discussion, the student may present a time table (i.e. a Gantt chart) indicating planned or completed activities, including courses and changes of research environment, in the student’s PhD plan. After the meeting, the assessment sheet must be signed by the PhD student and the supervisor group.

You might find more inspiration for your discussion in this dialogue guide (PDF). The guide provides a number of topics for discussion that can be raised at the meetings.

The PhD student and the principal supervisor are responsible for setting up the assessment meeting. All supervisors must attend the assessment. If an external assessor has been assigned, he or she must also attend. Other interested parties may attend if the PhD student and supervisors agree.

The meeting is expected to last at least one hour, and half of the total meeting time must be reserved for questions and discussions.

Regular assessments

Assessment 1+3: A meeting with your supervisors is mandatory.
Assessment 2: A meeting is optional but recommended.

Unsatisfactory regular assessment

  • In case the PhD programme is not progressing satisfactorily, the supervisors must write a statement describing the reason why. The statement must be submitted to the Graduate School alongside the regular assessment form.
  • The Graduate School will give the PhD student the opportunity to submit his or her comments on the statement within a deadline of two weeks.
  • After the deadline, the Head of the Graduate School assesses whether the PhD programme is progressing satisfactorily and if necessary grant a three-month rectification period. A rectification period can only be granted once during a PhD study.
  • Subsequently, the supervisors will be asked to prepare a rectification plan in order to address the shortcomings. The rectification plan must be designed in dialogue with the PhD student.
  • The Graduate School will formally initiate the three-month rectification period.
  • After the rectification period, the supervisors prepare a new regular assessment and submit it to the Graduate School.
  • If the new assessment is satisfactory the PhD study continues. If not, the Graduate School will terminate the enrolment.
  • The Graduate School will in that case inform the PhD student about the possibility to appeal the decision.

If problems in terms of cooperation arise, please contact Head of the Graduate School, Hans Bräuner-Osborne