A PhD programme is supported by a rigorous process for reporting progress as required by the regulations for the PhD degree.
While a candidate is provisionally admitted to the degree programme, progress reports signed by the candidate, supervisor/s, head of department (HOD), and pro-vice-chancellor are required at six-monthly intervals.
Once confirmation has been granted, progress reports signed by the candidate, supervisors, and HOD are required annually.
If an unsatisfactory report is received, the Senate may, after appropriate consultation, terminate the candidacy.
A chair, who is independent of the supervisory process, oversees the reporting process. This person will usually be the HOD or the HOD's nominee. The panel discussing progress is comprised of the supervisors (or the supervisor and the Departmental Advisory Committee) and the meeting chair. The reporting process comprises four parts:
- Self-Review – A summary of work that may be augmented by appendices containing more detail. The self-review can be used to indicate any specific areas of concern that the candidate wishes to be addressed at the subsequent meeting and lists any publications, seminars or conference presentations related to the PhD completed during the reporting period.
- Confidential conversations with the meeting chair (optional) – An opportunity for the candidate to discuss any issues that may have arisen with the supervisory relationship. The chair can negotiate with the candidate or supervisor which aspects, if any, will be raised with the HOD, postgraduate co-ordinator, associate dean, manager, or dean of the Graduate Research School.
- Progress report meeting to discuss the self-review – This typically involves methodically going through the Progress Report form, where all matters raised in the self-review, questions raised in the report form, issues with the supervisory relationship, and practical or financial matters, are addressed. The candidate's performance is rated, with any doubts about performance raised and practical solutions suggested. A clear warning should be provided if performance is deemed unsatisfactory.
- Completing the report form – In consultation with the candidate and supervisor, the chair will complete the standard PhD Progress Report form, ensuring all questions are answered with commentary on any matters of concern. The completed form is signed by all parties and submitted to Student Administration by emailing: phd@otago.ac.nz
Further information
The Reporting Process
Timing of Progress Reports
Principles and Purposes of Progress Reporting