Annual progress report: guidelines for supervisors

The annual progress report: mandatory for all

From 1 April until 30 June each PhD student has to upload and submit the annual progress report. A positively evaluated and approved progress report is a necessary prerequisite for the activation of the online re-enrolment for the Doctoral Training Programme and the doctorate for the next academic year. Only PhD students enrolled for the first time after May 31 do no have to submit a progress report.

Guidelines for the evaluation

  • It is highly recommended to discuss the progress made in the doctoral research and (if applicable) the doctoral training programme with the doctoral student before submitting the advice.
  • When evaluating the progress made in the doctoral research and (if applicable) the doctoral training programme specific attention should be given to the following questions:
  1. Is the progress sufficient to finish the doctorate in a reasonable time frame?
  2. Was the doctoral student in the course of the past year given ample opportunities to make progress in the research?
  3. Should the doctoral student be allowed to continue the research (and thus to re-enrol for the next academic year)?

Guidelines for the advice

  • The progress made in the doctoral research is considered sufficient, and the doctoral student is allowed to continue the research (and thus to re-enrol):
  1. The administrative supervisor submits a positive advice in OASIS. It is highly recommended to include additional feedback (e.g. concerns about the research plan, positive remarks).
  2. The doctoral student will be able to re-enrol for the next academic year.
  • The progress made in the doctoral research is considered insufficient and the supervisor(s)/doctoral advisory committee recommend(s) that the doctoral research should be stopped (and thus re-enrolment should be refused):
  1. the administrative supervisor submits a negative advice in OASIS. Additional comments on this negative advice have to be included.
  2. the Doctoral Schools will start the procedure to check whether or not re-enrolment can be refused.
  • The progress made in the doctoral research is sufficient, but the administrative supervisor no longer wishes to supervise the doctoral student:
  1. the administrative supervisor submits a negative advice in OASIS. Additional comments on this decision have to be included.
  2. the Doctoral Schools will start the procedure to check whether or not the administrative supervisor can be replaced.

For the official regulations regarding the progress report, please check Art. 89 in the Education and Examination Code.

Guidelines to submit the advice in OASIS (for administrative supervisors only)

(1) Login to OASIS

(2) Select the grey menu 'Voorzitter DB'/'Chairman DB' in the upper line of your OASIS screen. Then go to the current academic year (left) and select 'Curricula adviseren (DS)'/'Advise curricula (DS)'.

Supervisor 1

IMPORTANT NOTICE: There is only one annual round for submission of a progress report through OASIS, i.e. from 1 April through 30 June. Should you receive an invitation to evaluate a progress report prior to 1 April, it most probably concerns a late progress report from the previous academic year. In this case please select the previous academic year (left margin).

(3) Here an overview is given of all your doctoral students who submitted their curriculum for approval. For all these students an advice should be formulated. Select the curriculum of a doctoral student (check). Then select 'Curriculum' to get an overview of all activities within the Doctoral Training Programme.

(4) The research report can be found in the 'Documents' of X000002 ('Voortgangsrapport'/'Progress Report') or by selecting 'Voortgangsrapport afdrukken'/'Print Progress Report' in the previous screen.

Supervisor 2

Supervisor 3

Supervisor 4

(5) A newly added publication and/or conference contribution can be found in the 'Documents' of the course X000001 ('Publicatie en/of conferentiebijdragen'/'Publications and/or Conference Contributions').

Supervisor 5

Supervisor 10

IMPORTANT NOTICES:

  • Each doctoral student is allowed to include three contributions (as a presenting author, oral or poster) to a national or international conference (no local conferences nor PhD symposia) in his/her doctoral training programme. These requirements (the national or international character of the conferences and the active contribution of the student) are to be fully verified and confirmed by the supervisor.
  • One publication can be included in the doctoral training programme on condition that it belongs to one of the following publication types: A1 publication, P1 publication, article in journal included in the VABB list of journals, book with publisher included in the VABB list of publishers, chapter in book with publisher included in the VABB list of publishers. This prerequisite also needs to be checked by the supervisor.
  • Doctoral students are strongly urged to delay the inclusion of their conference contributions and publication until they submit their curriculum for final evaluation.

(6) After evaluating the research related activities you may give your advice. 'Save and close' the pop-up screen, select the curriculum of the doctoral student (check), and click either the button 'Positive advice' or 'Negative advice'.

Supervisor 7

(7) Should you wish to add a comment before submitting your advice, you can do so in the available comment window. Do not forget to confirm your advice.

Supervisor 8

(8) Having submitted your advice, the curriculum of the doctoral student will disappear from the overview. This procedure should be repeated for each student who submitted the doctoral training curriculum for annual approval.