progress report for phd

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PhD Six Month Progress Report Sample/ Format

Annexure-II

UNIVERSITY NAME

SEMESTER WISE PROGRESS REPORT OF THE RESEARCH SCHOLAR CONFIDENTIAL

Six Monthly Progress Report of the Research work done for the period from 01 November 2017 to April 2018 of the Research Scholar.

• Name of the Research Scholar:  Mr. Daniel Sehwag
• Subject:   Computer Science
• Topic registered for Ph.D. Degree:  Optimum web personalization system using semantic annotation.
• Research paper published during this tenure and conference/seminar attended (if any)

  A. Research Paper Published:

• An optimum approach for preprocessing of web user query.

B. Conferences Attended:

• National Conference – 2
• International Conference – 3

C. Workshop Attended:

• One Week National Workshop on  “Statistics through SPSS and R” at   University of Texas.
• Three day National workshop on Research Methodology at GCW Parade, India.

Name of the Supervisor: Dr. Arjun Kumar

Name of the Co-Supervisor: Dr. Flemming

Description of the guidance                 

___________________________________________________________________

________________________________________________________________

Signature of Candidate

Remarks of the supervisor on the work done by the candidate on topic:

   …………………………………………………………………………………………

……………………………………………………………..…………………………

Signature of the supervisor

Remarks of the co-supervisor on the work done by the candidate on topic:

Signature of the co-supervisor

PhD six month progress report sample  PPT | PhD  half-yearly  progress report sample | 1st year  PhD progress report  example first year  PhD | PhD six month progress report sample

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Research Tips and Infromation

How to Present PhD Progress Report to Doctoral Committee Members in 03 Simple Stages

As I reflect on my journey through the challenges and triumphs of presenting my PhD progress to the doctoral committee, I’m reminded of the invaluable lessons learned and the transformative experiences gained along the way.

1. Diverse Committee Composition: From the outset, the composition of the doctoral committee struck me with its diversity—comprising experts from within and outside my university, each member brought a unique perspective and wealth of knowledge to the table. Their ability to seamlessly map my research problem to their respective domains underscored the richness of their insights and the importance of their feedback in shaping the trajectory of my study.

2. Thorough Preparation: Meticulously crafting my presentation was only the first step. I realized the necessity of thorough preparation, ensuring that each slide effectively communicated my research objectives, methodology, preliminary findings, and future directions. Despite the initial nerves, I remained composed and focused, drawing upon months of dedication and hard work invested in my research.

3. Anticipating Diverse Requests: During one particularly memorable meeting, the committee members had varied requests—one member asked for a demonstration of my work, while another member wanted to delve into the intricacies of my data collection, cleaning, and wrangling process. These diverse requests underscored the importance of being prepared for any eventuality during the presentation, including the need for live demonstrations and detailed explanations of data-related processes.

4. Embracing Constructive Criticism: I welcomed the committee’s feedback with an open mind. Their constructive criticism and encouragement not only bolstered my confidence but also reignited my passion for my work. I learned to recognize the invaluable role of feedback in guiding the next steps of my research journey.

5. Displaying Previous Meeting Observations: One valuable lesson I learned along the way was the importance of displaying and addressing previous committee meeting observations in subsequent presentations. It was during my second presentation that one committee member suggested this approach, highlighting the need to showcase how suggestions were addressed and incorporated into the research progress. From that point onward, I made it a regular practice to include this information in my presentations, ensuring transparency and accountability in my research journey.

In retrospect, each PhD progress presentation was a transformative experience, shaping me into a more resilient, prepared, and adaptable researcher.

As I reflect on the journey of presenting my PhD progress, I invite you to join me in exploring the intricacies of navigating these pivotal meetings. From preparation to presentation, and from feedback to refinement, each step of the journey offers valuable insights into the art and science of doctoral progress presentations.

Introduction

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The PhD Doctoral committee is constituted by the university in which the candidate has registered for PhD. The committe is there   to support and guide the research scholar  till his final thesis is submitted. The committe involves the experts in the domain of the candidate from various universities and research labs. The Committee will evaluate your progress and help to make sure that you are on track to get your dissertation within a reasonable time.

At the beginning of your research, their focus will be on making sure you have defined reasonable and achievable objectives. Later, they will help you decide when it is time to write your thesis. Finally, they will be there at your thesis seminar and defence presentations. Their support as mentors will likely continue as you move on in your career.

Doctoral committee meeting happens usually once in 06 months. Here it is expected that the research scholar has to present his  PhD progress work of the past six months. The meeting should not be felt like an exam. The outcome should be productive advice to you for your future research.

The  Presentation of  PhD Progress Report to Doctoral Committee Members happens in three stages namely: i) Before the meeting:   i.e. Once you start preparing the report for the meeting to till the meeting begins. ii) During the meeting:  i.e. From entering into the meeting hall to  till the meeting gets over and iii) After the meeting:   i.e. From the time meeting concludes to till the next six months before you really start preparing for your next meeting report.

Before the PhD Progress Presentation Meeting

Along with your supervisor go through all the comments given in the previous PhD progress doctoral committee meeting. Discuss in detail with your supervisor the work carried out for the past six months. If any issues are still pending have justification for not addressing or partially addressing those issues.

Do not hide details regarding the implementation and pending issues with your supervisor.  This actually helps the supervisor to defend you and take inputs from the committee members regarding the future course of directions.

A summary of  PhD progress and plans should be prepared and submitted to the  Doctoral committee at least one week prior to the meeting. Make sure that you have gone through the report with all grammatical corrections and plagiarism checks.

Send out the agenda to your committee members beforehand, but also remind them of the topics you want to cover before you begin the presentation. If you have any manuscripts published or accepted send your committee a copy of the same.

You should prepare a  PhD progress presentation (no more than 20 minutes without interruption) that includes a brief background of your research, objectives and the work carried out from the last presentation to till date. Without fail discuss in detail the presentation slides with your supervisor. In your presentation slides list all the previous comments and your response for each committee in the form of a table.

If you are planning to change the title of your work getting consent from the committee members is essential. Have at least    04-05 titles which you and your supervisor feel appropriate beforehand. This will ease the process of changing the title immediately in the meeting and the committee can recommend the same to the university along with regular suggestions.

The best way to ensure that your  PhD progress meeting goes smoothly is to meet individually with each committee member to discuss your results well in advance. If you cannot meet with them in person, share your results ( refer my blog on how to write result section ) over email and ask for their feedback. If there are any disagreements, resolve them before the meeting by speaking with your supervisor to ensure that the meeting goes smoothly.

During the PhD Progress Presentation Meeting

Before the start of the PhD progress presentation give copies of the one-page summary to other faculty members who are attending the session. Submit copies of the complete report to the committee members including your supervisor. No need to present details of any published work. Provide a reprint or preprint, preferably ahead of the meeting. If your work is software based then keep the demo ready. If you do not have a working module then show the video demonstration of the model. This will help the committee members to suggest future directions for your work.

During your PhD progress committee meeting, you should focus on the last six months’ work rather than the background. Only spend as much time on the background as is relevant to what you will be talking about.

There should not be any surprise slides/facts to your supervisor during your committee meeting.

At your first PhD progress Doctoral committee meeting, you will present an outline of your plan for your research. You can build a detailed description of what you plan to do ( literature survey to carry out,  algorithms or theorems to study,  experiments to carry out, software and hardware components to add, systems integration to perform, tests to accomplish ).  The plans can be represented with specific milestones and timelines with a  Gantt Chart .

Example: The sample Gantt chart below shows a set of activities planned for the next few months for the Research work. This can be extended to any length. This chart helps the committee members to know how well the researcher has planned the research activities.

At subsequent PhD progress meetings you should present a brief introduction (one or two slides) to remind the committee of your research area – don’t expect them to recall everything from the last meeting, but no need to go into great detail. Aim to put your work in context.

Show your current working objective in the form of a block diagram. This will set the boundary for the presentation and discussion. This will help the committee members to focus on the specified objective. For example in the figure below the candidate is focusing on the “Wheeled mobile Robot” objective in Robot Path Planning.

Make sure you are comfortable moving back and forth among your slides.  Do not cross the time limit. Add photographs of any field visits for data collection , or conference presentations in your presentation slides. If you had any interactions with domain experts in your area then add interaction details with a date. If you have visited any organization as a resource person relating to your Ph.D. work with your supervisor then add that details.

Seek advice from your committee members during the meeting. Note down all the suggestions by yourself or ask one of your research colleagues to note the same.  This is highly desirable, almost to the point that you should make it mandatory. Give a timeline of your plans. What will you be doing over the next month, and what do you hope to accomplish before your next meeting in the next six months’ time.

Keep additional slides along with your regular slides. Get into additional slides detail if any clarifications are sought on any equations or algorithms etc.

Additional slides can be presented as follows:

i) The equipment details you are planning to purchase or currently using for implementation.

ii) The Algorithms which you have implemented or planning to implement.

iii) The mathematical model you have developed,  or

iv) Any slides that you think are important but do not have time to cover at the end of your presentation.

Here are some tips regarding the presentation, including time management, devices, backup, laptop usage, uploading PowerPoint, video, and audio:

• Practice your presentation beforehand to ensure it fits within the allocated time.
• Use a timer or stopwatch during practice sessions to gauge your pace.
• Be mindful of the time during the actual presentation and make necessary adjustments to stay on track.
• Ensure your laptop or presentation device is in good working condition.
• Carry a backup copy of your presentation on a USB drive or cloud storage.
• Test the compatibility of your presentation files with the equipment at the presentation venue in advance.
• Close any unnecessary applications or notifications on your laptop to avoid distractions.
• Disable sleep mode or screensavers to prevent interruptions during the presentation.
• Familiarize yourself with the laptop’s function keys or shortcuts for adjusting display settings, volume, etc.
• Save your PowerPoint presentation in a compatible format (e.g., PPT or PPTX).
• Verify that all embedded media (images, videos, audio) are properly linked and functional.
• If possible, upload your presentation to the venue’s computer system before the session to avoid last-minute technical issues.
• Check the audio and video components of your presentation beforehand to ensure they work properly.
• If you plan to play a video, ensure it is in a compatible format and smoothly integrated into your presentation.
• Test the sound levels to ensure audibility for everyone in the room.

Additional tips (from personal experience):

• Rehearse your presentation multiple times to build confidence and familiarity with the material.
• Prepare cue cards or key points to refer to if needed, but avoid excessive reliance on them.
• Maintain eye contact with the audience to engage them and convey confidence.
• Speak clearly and project your voice to ensure everyone can hear you.
• Use visual aids and diagrams to enhance understanding and clarify complex concepts.
• Incorporate storytelling or real-life examples to make your presentation more engaging.
• Practice smooth transitions between slides and maintain a logical flow throughout.
• Be prepared to answer questions and engage in discussions following your presentation.

Remember, the more prepared and confident you are, the better you can deliver your presentation effectively.

After the PhD Progress Presentation Meeting

End your  PhD progress committee meeting with a summary of what you have discussed, common points that you have reached and an action plan for the next six months. Your action plan needs to have “actionable” items, specifically what milestones you will work towards after the meeting and approximate timelines.

A written summary of the  PhD progress committee meeting will be prepared by the supervisor and the committee, and that will be sent to the University. You will receive a copy of this and a copy will be placed in your research file.

Send an email note to each of your committee members through your supervisor to thank them for their time, and summarize the action items or milestones you agreed to. This will give your committee members another chance to give you feedback or suggestions.

During the meeting, you might have accepted to complete some implementation before the next meeting, but you may run out of time or you may not get any ideas regarding implementation. In such situations, have a discussion with your supervisor and the committee members and discuss the challenges faced by you. They may either extend the implementation time or ask you to change the methodology of implementation.

Simply do not wait for suggestions from committee members till the next PhD progress presentation meeting. In order to build trust between you and your committee members, you need to take committee members and your supervisor into confidence before taking any major decisions.

In the meeting, the committee might have suggested publishing your work in a quality conference or journal for better citations. Selecting a reputable journal and avoiding predatory conferences and journals is crucial for maximizing the visibility and impact of your research article.

By publishing in a respected journal, you increase the likelihood of attracting a broader and more qualified readership, thus increasing the chances of your article being cited by other researchers. Choosing the right journal involves considering factors such as the journal’s scope, target audience, impact factor, indexing in reputable databases, peer-review process, and overall reputation in the field.

Additionally, it is important to stay vigilant and avoid predatory conferences and journals that may engage in unethical practices or lack rigorous peer-review processes. These predatory outlets may hinder the credibility and recognition of your work. By carefully selecting a reputable journal, you position your research for greater exposure, credibility, and citation potential.

Visit my articles on ” How to identify and avoid predatory conferences and journals ” and “ Identifying Reputable journals for your research paper “. These articles will help you in getting your articles cited by many authors.

Here is an email template which you can communicate to your doctoral committee members in case you fail to keep the deadline or are unable to work on the ideas you proposed. Please take consent from your supervisor before sending any communication to Doctoral Committee members.

Improving both oral presentation and visual presentation skills is crucial for effective communication. To enhance your oral presentation skills, focus on aspects such as clarity, organization, and delivery. Practice speaking clearly, using appropriate tone and volume, and engaging with your audience. Additionally, consider refining your body language, utilizing effective gestures, and maintaining eye contact. For further guidance and resources on honing your oral presentation skills, you may explore reputable platforms and online courses available in this domain.

When it comes to visual presentation skills, it is essential to create visually appealing and impactful slides or visuals. Pay attention to design elements, such as color schemes, fonts, and layout, to ensure coherence and readability. Utilize visuals, such as graphs, charts, and images, to convey information effectively. Incorporate appropriate animations or transitions to enhance the flow and engagement of your presentation. To access valuable tips, techniques, and tools for enhancing your visual presentation skills, you can explore recommended platforms and tutorials available online.

If you are interested in further developing your oral presentation skills, I recommend checking out this comprehensive course on oral presentation skills . It covers essential techniques, strategies, and practical exercises to help you deliver impactful presentations confidently. Likewise, if you want to enhance your visual presentation skills, you may find this resource on v isual presentation design highly beneficial. It provides valuable insights, best practices, and examples to create visually stunning and effective presentations. Feel free to explore these resources to elevate your presentation skills and captivate your audience.

Presenting your PhD progress report to the doctoral committee can be a daunting task, but it is an essential part of your PhD journey. The committee is there to provide guidance and support, ensuring that you are on track to complete your dissertation within a reasonable time. It is crucial to approach the committee meeting with a positive attitude and view it as an opportunity to receive productive advice for your future research.

Remember that the presentation of the progress report to the committee happens in three stages: before, during, and after the meeting. The preparation of the report should be meticulous and thoughtful, and during the meeting, you should be open to constructive feedback and suggestions. After the meeting, you should take note of the committee’s recommendations and use them to shape your future research endeavours.

As you move forward in your career, the support and guidance of the doctoral committee will likely continue to be a valuable resource. By effectively presenting your progress report to the committee, you can make the most of this opportunity and receive the guidance you need to succeed in your PhD program.

Frequently Asked Questions

Research Objective: Clearly state the objective of your research and the problem you are addressing. Methodology: Provide a brief description of the methodology or approach you are using to conduct your research. Key Findings: Highlight the major findings or results you have obtained so far in your research. Progress Update: Summarize the progress you have made during the past six months, highlighting significant achievements or milestones reached. Challenges: Briefly mention any challenges or obstacles you have encountered in your research and how you are addressing them. Future Plans: Outline your planned next steps and future goals for your research, including anticipated timelines or milestones. Relevance and Impact: Discuss the relevance and potential impact of your research in your field or discipline. Support Needed: Specify any specific support, resources, or expertise you require to further advance your research.

To effectively demonstrate a software-based project during the presentation: Have the demo prepared and functional Show a video demonstration if the software is not available or requires specific conditions Focus on showcasing key features and functionalities Provide context and explain the purpose of the software

Include only the necessary level of detail in the background section of your presentation, focusing on what is directly relevant to your research and the specific objectives you will be discussing. Keep it concise and provide enough context to help the doctoral committee members to understand the significance and motivation of your work without delving into unnecessary details.

Maintain open and regular communication with your supervisor throughout the research process. Share progress updates, challenges, and findings with your supervisor in a timely manner. Discuss any potential issues or deviations from the original plan as soon as they arise. Seek feedback and guidance from your supervisor at various stages of your research. Keep your supervisor informed about any changes in methodology, data, or results. Address any concerns or questions from your supervisor before the committee meeting to align expectations.

The types of questions you can expect from committee members regarding your research plan may include: Clarification questions seeking a deeper understanding of your research objectives, methodology, or proposed experiments. Questions about the theoretical framework or literature review supporting your research. Inquiries about the feasibility and potential limitations of your proposed research. Questions related to the significance and impact of your research in the field. Suggestions for alternative approaches or methodologies to consider. Questions about the expected timeline and milestones for your research. Inquiries about potential ethical considerations or data management strategies. Questions exploring the potential implications and practical applications of your research. Requests for additional details or explanations on specific aspects of your research plan. Questions about the expected contributions of your research to the existing body of knowledge in your field.

When responding to suggestions and feedback given by the committee members during the meeting: Listen actively and attentively to understand the suggestions and feedback. Thank the committee members for their input and valuable insights. Remain open-minded and receptive to different perspectives and ideas. Clarify any points of confusion or seek further clarification, if needed. Acknowledge the validity of the suggestions and show a willingness to consider them. Provide thoughtful responses that demonstrate your understanding of the suggestions. Clearly articulate your rationale if you choose not to implement a specific suggestion. Engage in constructive discussions and ask follow-up questions, if appropriate. Demonstrate your ability to integrate feedback into your research plan or adjust your approach. Express gratitude for the committee members’ support and guidance throughout the process.

Lack of Clear Objectives: If your progress presentation fails to clearly define and articulate the objectives of your research, it may be rejected. The committee expects a clear understanding of what you aim to achieve and the significance of your research goals. Inadequate Progress: Insufficient progress made during the specified period can lead to rejection. The committee expects tangible advancements in your research within the given timeframe. If there is a lack of substantial work or limited progress, they may question the feasibility or dedication to your research. Methodological Issues: If there are flaws in your research methodology or data collection techniques, the committee may reject your progress presentation. It is essential to demonstrate a robust and well-designed research approach that aligns with the requirements of your field. Poor Presentation Skills: Your presentation skills play a crucial role in conveying your research effectively. If your presentation lacks clarity, coherence, or fails to engage the audience, it may lead to rejection. Effective communication and the ability to present complex ideas in a concise and understandable manner are vital. Inadequate Literature Review: A comprehensive literature review is expected in a progress presentation. If your review of existing literature is incomplete, lacks depth, or fails to address relevant studies, your presentation may be rejected. It is essential to showcase a thorough understanding of the existing research and its relationship to your work. Failure to Address Committee Feedback: If you neglect to incorporate previous feedback and suggestions from the committee, it may result in rejection. The committee expects you to demonstrate the ability to reflect on and address their recommendations, showing your commitment to improving your research. Remember, the specific parameters for rejection may vary depending on your academic institution and the expectations set by your doctoral committee. It is crucial to consult your supervisor and committee members for clear guidelines and expectations for your progress presentation.

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Ph.D. Student Handbook

Annual ph.d. progress report.

Starting in their second year, students will meet with a mentoring committee annually. Prior to candidacy, the mentoring committee will be composed of their Qualifying committee. After candidacy, the mentoring committee will be composed of their Dissertation committee, which depending on the nature of a student’s thesis may include members of the Qualifying committee. At least one week prior to the annual meeting (which also includes the candidacy exam), the student will provide a brief progress report (3-page max, excluding non-mandatory figures), an updated CV, and a copy of their IDP. At the beginning of the meeting, the student will meet alone with the committee, followed by a meeting of the advisor(s) with the committee. The committee chair will fill out the PhD Committee Meeting Report.

Access the Progress Report Submission form her e.

The purpose of the Dissertation Committee is to provide objective advice and fresh points of view to the student and Advisor. A lively discussion may be expected at these meetings, which is sure to benefit the student and the student’s research. Committee meetings are also important for ensuring that the student is: i) on schedule to complete the Thesis in an appropriate time frame, including maintaining the appropriate balance of experiments, analysis, writing, and dissemination; ii) thinking about and effectively pursuing post-graduation career plans; and iii) at the appropriate time is given permission to defend.

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PROGRESS OF THE DOCTORAL RESEARCH

You are required to submit yearly progress reports , documenting how your research has evolved. The first progress report consists of a PhD Research Proposal. Subsequently, you report annually on the progress of your research. Each report should be validated by your (co-)supervisors, and assessed by the other members of the supervisory committee (see below).

First Progress Report = PhD Research Proposal

Your first progress report consists of four steps: (1) draft a PhD Research Proposal, (2) organise a meeting with your supervisory committee, (3) draft a report based on that meeting, and (4) merge your PhD research proposal together with the signed (!) report, and upload it in KU Loket.

Precondition is that you the composition of your supervisory committee is approved (=9 months after you start your PhD).

In principle, your PhD Research Proposal (max. 20 pages) explains the planned research activities based on the work already undertaken. The proposal includes the provisional title of the dissertation, a problem statement, a clarification of the selected theoretical and methodological approach, and a work plan.

The supervisory committee will discuss the proposal and decide whether it can be approved, with or without amendments. The results determine whether your participation in the Doctoral Programme can be continued. The evaluation takes place on the basis of two criteria: (1) the progress made in the doctoral research, and (2) the advances you have made regarding academic ability and research maturity.

A well-founded report is drawn up of this meeting, using the correct template (see below). All members of the committee have to sign the report.

Merge the PhD Research Proposal and the signed report of the meeting of the supervisory committee to one pdf document. Upload that document in KU Loket (PhD Progress). Your first progress report will be submitted to the Faculty Doctoral Committee for approval during the first meeting after your submission.

• Academic year 2022-2023 : your first progress report should be uploaded at the latest one year after the start of your PhD .
• As of academic year 2023-2024 : your first progress report should be uploaded at the latest 11 months after the start of your PhD .

Other relevant information

If the supervisory committee believes that in view of the doctoral student’s research activities or self-supporting status a different mode of reporting and/or of assessing is more appropriate for the first progress report, the doctoral committee will be informed in good time by a reasoned letter. The doctoral committee will build up its own jurisprudence regarding the exceptions on the expected first progress report.

If the PhD researcher wishes to depart substantially from the approved research proposal during the work on his/her dissertation or wishes to change the subject of the dissertation, the supervisor again convenes the supervisory committee. In the case of a significant change to the accepted research proposal, the supervisory committee determines whether the drafting and evaluation of a new research proposal is appropriate. In the case of an intended modification of the dissertation’s subject, the PhD researcher submits a new PhD proposal to the supervisory committee. The supervisory committee assesses a new PhD proposal in accordance with the procedure outlined above.

My supervisory committe?

Following the preparation of the first progress report, the supervisor and the PhD student set up a supervisory committee. The supervisory committee consists of the supervisor, any co-supervisors and at least two other members.

The supervisory committee monitors the progress of the doctoral research by evaluating the annual progress reports. When desired, the doctoral student or the promoter can reach out to the members of the advisory committee for additional discussions. More information regarding the supervisory committee and the examination committee on this page .

Yearly Progress Reports

Subsequently, you report on an annual basis on the progress of the doctoral research, and in addition, if required, when applying for or extension of a scholarship or mandate.  You can also reach out to the members of the supervisory committee for additional discussions, which provides an opportunity to receive constructive academic feedback on the research conducted. 

Every progress report is validated by the (co-)supervisor and is assessed by the other members of the supervisory committee. The result is substantiated and recorded in writing and sent to the PhD researcher and the Doctoral Committee.

The templates for your first progress report and the subsequent yearly progress reports can be found under the " PhD Templates " section of this website.

MILESTONE First Progress Report (=PhD Research Proposal)

To validate this milestone, you should upload following documents:

• Your PhD Research Proposal
• The First Progress Report (see Templates ) with the required signatures (original, digital or email approval)

Merg the documents into one PDF file and upload it in you KU Loket in ‘PhD progress’ in KU Loket.

Difficulties with uploading the file? Try to shorten the name of the document (e.g. "ProgressReport_yourname_year")

MILESTONE Yearly Progress Reports

To validate this milestone, you should upload following document:

• The Yearly Progress Report (see Templates ) with the required signatures (original, digital or email approval)

You can only upload one document for each milestone. If you collect digital signatures or approval via email, you have to merge all the information together in one PDF file. 

Secondary Menu

• Research Progress Report/Prelim Document

The preparation and submission of the Research Progress Report/Prelim Document emphasizes your research accomplishment at an early stage. The report also provides practice in technical writing, an important part of graduate training. The report serves as a first concrete step toward the preliminary examination, and the revised and updated version will also serve as the written document that guides the examination. As such, the report demonstrates your accomplished research and an understanding of the project, and is used to measure (and correct) your organizational and technical writing ability. It should be completed with minimal input from the research advisor.

A written prelim document  will be submitted by each student to the Director of Graduate Studies Assistant no later than March 1 of the Spring semester of year two. If a student’s affiliation with a lab is delayed due to not completing the required coursework stipulated in Section C or placement on academic probation due to poor academic performance, the preliminary exam will not be deferred.

The report will be evaluated by all members of the student’s supervisory committee, each providing critical comments and suggestions for revisions, both on the prelim document itself and the Chemistry Thesis Assessment Protocol (ChemTAP) worksheets provided. The report and comments will be returned to the student by March 15. A final and updated version of this report will serve as the written document for the preliminary examination and will be considered part of the examination.

Report Structure

The report should normally include the following sections. The body of the document should contain no more than 2500 words, not counting figures, references, and any appended experimental details. Students are encouraged to consult the ACS Style Guide and/or research journals in their research area for guidance on matters of style and format.

• Abstract of no more than 100 words.
• Introduction section that should state the broad goals and specific aims of the research, point to the significance and/or relevance of the research, and should provide sufficient background to place the research in the context of past and ongoing work in the research area, e.g. the literature.
• Methods - brief section outlining relevant methods employed in the research, with expanded experimental details appended outside the body of the document as necessary.
• Results - this section should summarize progress to date.
• Discussion section
• Future Work

When submitting the final draft of preliminary exam document to the committee the student should also provide a summary of their changes.

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Writing a progress/status report

By michael ernst, january, 2010.

Writing a weekly report about your research progress can make your research more successful, less frustrating, and more visible to others, among other benefits.

One good format is to write your report in four parts:

• Quote the previous week's plan. This helps you determine whether you accomplished your goals.
• State this week's progress. This can include information such as: what you have accomplished, what you learned, what difficulties you overcame, what difficulties are still blocking you, your new ideas for research directions or projects, and the like.
• Give the next week's plan. A good format is a bulleted list, so we can see what you accomplished or did not. Try to make each goal measurable: there should be no ambiguity as to whether you were able to finish it. It's good to include longer-term goals as well.
• Give an agenda for the meeting. Some people like to send this as a separate message, which is fine.

The report need not be onerous. It can be a few paragraphs or a page, so it shouldn't take you long to write. Minimize details that are not relevant to your audience, such as classwork and the like, in order to keep the report focused; you will spend less time writing it, and make it more likely to be read.

Writing the progress report has many benefits.

Writing the report will make you more productive, because it will force you to think about your work in a manner concretely enough to write down. Any time that you spend organizing your thoughts will more than pay itself back in better understanding and improved productivity. When a project is complete, it is all too easy to forget some of your contributions. You can look back over your progress reports to remember what was difficult, and to think about how to work more productively in the future. You may be able to re-use some of the text when writing up your results.

Writing the report will make your meetings more productive. When you have a weekly research meeting, the report should be sent 24 hours in advance, to help everyone prepare. (Two hours is not an acceptable alternative: it does not let everyone — both you and others — mull over the ideas.) Don't delay your report because you want to wait until you have better results to report. Instead, send the report on schedule, and if you get more results in the next 24 hours, you can discuss those at the meeting.

Writing the report will give you feedback from a new point of view. The report enables others outside your research project to know what you are doing. Those people may respond with ideas or suggestions, which can help get you unstuck or give you additional avenues to explore. It also keeps you on their radar screen and reminds them of your work, which a good thing if you don't meet with them frequently. (For PhD students, a periodic report to the members of your thesis committee can pay big dividends.)

Writing the report helps explain (to yourself especially, but also to others) how you spent your time — even if there isn't as much progress as you would have preferred, you can see that you did work hard, and how to be more efficient or effective in the future.

If your meetings are more frequent than weekly, then the progress report should also be more frequent. If your meetings are less frequent, it's a good idea to still send a progress report each week.

Important tip: Throughout the day, maintain a log of what you have done. This can be a simple text file. You can update it when you start and end a task, or at regular intervals throughout the day. It takes only a moment to maintain the log, and it makes writing the report easy. By contrast, without a log you might forget what you have done during the week, and writing the report could take a long time.

Back to Advice compiled by Michael Ernst .

Graduate School for Health Sciences (GHS)

Progress report.

Please find an overview of relevant documents for your progress report below:

Progress Report (old regulations)

Progress Report (new regulations)

Mentor Guidelines

Guidelines: Interviews on further career path (DOC, 70KB)

Example of Structure of Scientifc Research Progresses

Evaluation Progress Report by Mentor (only Expert Committee III / FKIII for old regulations and all students for new regulations)

Doctoral Agreement

This site is fully related to medical laboratory information for public and health care professionals.

PhD Semester Progress Report- Introduction, Contents, and Keynotes

Introduction.

Table of Contents

Writing a PhD semester progress report involves summarizing your academic and research activities over the semester. This report is important for tracking your progress, identifying challenges, and planning future work.

Contents for PhD Semester Progress Report

Here’s a guide on how to structure and write an effective PhD semester progress report:

Title: Include the title of your report. Name: Your full name. Program: Your PhD program. Advisor’s Name: Your advisor’s full name. Date: The submission date. Semester: Specify the semester (e.g., Fall 2023).

Purpose: Briefly state the purpose of the progress report. Overview: Give a quick overview of your PhD topic or area of study.

Academic Progress

Courses Taken: List the courses you have taken this semester, including any seminars or workshops. Include grades if they are available. Skills Developed: Discuss any new skills you have acquired that are relevant to your research.

Research Progress

Objectives: Outline the main research objectives for the semester. Methodology: Briefly describe the methods used for research. Results: Present the results you have achieved so far. Include preliminary data, if applicable. Challenges and Solutions: Discuss any challenges you faced and how you addressed them.

Meetings and Interactions

Advisor Meetings: Summarize the frequency and content of your meetings with your advisor. Collaborations: Mention any collaborations with other researchers or institutions. Conferences and Presentations: List any academic conferences you attended, along with presentations or posters you contributed.

Future Work

Next Steps: Outline your plans for the next semester or phase of your research. Goals: Set specific goals or milestones you aim to achieve.

Summary: Conclude with a summary of your progress and any insights or reflections on your PhD journey so far.

Appendices (if necessary)

Additional Data: Include any supplementary data or details that support your report, such as charts, graphs, or detailed findings. Bibliography: List any references or literature that have been significant to your research.

Formatting Tips

Clarity and Conciseness: Use clear and concise language to ensure your report is easily understandable. Consistency: Maintain a consistent format throughout the report in terms of fonts, headings, and layout. Proofreading: Thoroughly proofread your report to eliminate any grammatical or typographical errors. This structure helps to organize your thoughts and provides a clear record of your activities and achievements. Adjust the categories based on your specific research and academic requirements.

Keynotes on PhD Semester Progress Report

Writing a PhD progress report is a crucial part of documenting the development and accomplishments in your research project. Here are some key notes to consider when preparing your report:

• Purpose and Audience Purpose: Understand that the primary purpose of a progress report is to showcase your accomplishments, detail your plans, and demonstrate your ongoing commitment to the project. Audience: Tailor your report to your audience, which usually includes your supervisor, department head, and possibly other faculty members involved in your program.
• Clarity and Structure Clear Objective: Start with a clear statement of your research objectives. Make sure the goals of your project are well-defined and articulate how your activities during the reporting period have advanced these goals. Logical Structure: Organize your report in a logical manner. Typical sections include Introduction, Academic Progress, Research Progress, Challenges and Solutions, Future Work, and Conclusion.
• Comprehensive Content Academic and Research Activities: Include details about courses, seminars, workshops, readings, experiments, and other relevant activities. Results and Findings: Highlight key findings and data. Use figures, tables, and charts to illustrate points clearly. Challenges and Solutions: Discuss any obstacles encountered and how you addressed them. This shows your problem-solving capabilities and resilience. Future Directions: Specify what steps you plan to take next in your research. This shows foresight and planning.
• Consistency and Accuracy Consistency: Use a consistent format for headings, subheadings, font sizes, and styles throughout the report. This enhances readability and professionalism. Accuracy: Ensure all data and factual information are accurate. Cite sources appropriately if you refer to other works.
• Feedback Incorporation Advisory Meetings: Document the feedback received during meetings with your advisor and any other committee members. Reflect on how this feedback has shaped your project. Responsive Changes: Show how you have incorporated or plan to incorporate this feedback into your research.
• Professional Presentation Formal Language: Use formal academic language and avoid colloquialisms or overly casual phrases. Proofreading: Thoroughly proofread your document to eliminate grammatical errors, typos, and other mistakes. Consider using professional editing software or assistance.
• Regular Updates Timeliness: Submit your progress report according to the timeline stipulated by your department. Regular reporting helps avoid last-minute rushes and ensures thorough documentation of your progress.
• Ethical Considerations Honesty: Be honest about what has and has not been achieved. Transparency in reporting problems or delays is crucial for building trust with your advisory committee.
• Appendices and Supplementary Materials Supporting Documents: Include any additional documents that support your narrative. This can be raw data, full survey results, detailed figures, or scripts used for analysis. By keeping these key points in mind, you can craft a comprehensive and effective PhD progress report that not only documents your progress but also strategically plans for future success in your research endeavors.

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Progress report

Evaluate your progress.

The progress report allows to better monitor the progress of students in their program. It also makes it possible to evaluate the progress made  during the last year and to define the objectives for the following year. The information provided in the report ensures that all students are making systematic and consistent progress in their research.

It’s also an opportunity for the student and the thesis supervisor to meet and to take stock of the research and adjust accordingly. It is important to take advantage of these meetings to review the research goals and agree on the expected progress in the months to come. It is possible that several versions of the progress report are needed before coming to a final version.

Download the Annual Research Progress Report form (PDF, 796 KB) .

Who must submit a thesis progress report arrow_drop_down

All students registered in a thesis program must submit an annual progress report.   Students who receive scholarships from the Social Sciences and Humanities Research Council of Canada (SSHRC) or from the Natural Sciences and Engineering Research Council of Canada (NSERC) must also submit progress reports.

How to submit the progress report arrow_drop_down

The student must submit the progress report to the thesis supervisor by submitting a Service Request accessible through  uoZone . The supervisor will then assess the student's progress. He or she will decide if the report is satisfactory or not, by comparing the objectives achieved by the student with the objectives established in the previous progress report.  If the student does not reach these objectives, the progress report could be deemed unsatisfactory.  It is therefore important that the student communicates with his supervisor throughout his studies in order to ensure an adequate progression of the academic path and the research. It is also possible that, following a meeting or a consultation, the student and the thesis supervisor decide to modify the objectives established during the last progress report. If this is the case, both must agree with the changes.

Once reviewed and approved by the thesis supervisor, the report will be submitted to the administration for verification and final approval.  The progress report will then be noted in the student's file.

When to submit a progress report arrow_drop_down

First report: During the second year of the program, specifically during the 4th term. Some faculties or units may however require a progress report before the 4th term. Following reports: One report per year until the submission of the thesis. If the progress is unsatisfactory, a report may be required more frequently.

Please note:

• If the student has been granted an extension to complete the program, he or she will have to submit a progress report each term.
• If the student is requesting a leave of absence, he or she must submit a progress report at the same time in order for the request to be approved.

Unsatisfactory progress reports arrow_drop_down

A progress report may be deemed unsatisfactory by the thesis supervisor or by the administration. 

A report can be unsatisfactory for several reasons. For example:

• The thesis supervisor thinks that the student should be more advanced in the research;
• External factors are influencing the research;
• The objectives achieved by the student are not sufficient and/or are not aligned with the established objectives;
• The research findings are not clear or do not support the thesis sufficiently.

In the case of an unsatisfactory report, the student will be informed of the imposed recommendations to follow. For example:

• Submit a detailed study plan;
• Establish more detailed goals with the thesis supervisor;
• Meet with a thesis committee.

Please note:  After being informed that the report was unsatisfactory, the student will be asked to submit a new progress report that must be satisfactory before the next term.  Students who receive two unsatisfactory progress reports during their studies shall be withdrawn from the program.

Consequences of not submitting a progress report arrow_drop_down

If the student fails to submit a progress report, the access to registration will be blocked until the student remedies the situation. Not registering could have major financial impact and may eventually lead to the student's academic file being closed without further notice.  Any scholarship may be suspended or cancelled.

Tips for establishing effective communication with your thesis supervisor arrow_drop_down

• The student must stay in touch with the thesis supervisor and meetings should be frequent to ensure the supervisor is well informed of the student's progress;
• uOttawa encourages students to prepare self-evaluation reports on a regular basis and give them to the supervisor for feedback;
• After each meeting, the student could make a summary including items discussed and the progress reached;
• At the end of each meeting the student and the supervisor should plan the next meetings and establish objectives to be met. If possible, set the date of the following meeting.

Reporting progress

Introduction.

The PhD programme is supported by a rigorous process for reporting progress as required by the regulations for the PhD degree.

The relevant regulations are as follows:

(a) While a candidate is provisionally admitted to the degree programme, progress reports signed by the candidate, supervisor(s), Head of Department and Pro-Vice-Chancellor shall be submitted at six-monthly intervals from the date of initial admission.

(b) Once confirmation has been granted, progress reports signed by the candidate, supervisors and Head of Department shall be submitted annually.

(c) If an unsatisfactory report is received, the Senate may, after appropriate consultation, terminate the candidacy.

Principles And Purposes

The progress reporting system employed at Otago is based on three major principles:

• The process should provide a stimulus for honest dialogue between the candidate, supervisors and the department; and
• The process should encourage candidates to conduct a careful and regular review of their achievements and to set goals for the next phase of research; and
• The process should provide opportunity to discuss career plans and relevant professional development opportunities.

Progress reports are used for the following purposes:

• To support recommendations regarding confirmation of candidature (The first year)
• To ensure that the project is properly "on track", particularly with regard to the planned completion date
• To identify any problems inhibiting the progress of the PhD
• To indicate any changes to the project or its academic support (such as changes of title, changes of supervision, etc)
• To support recommendations regarding the tenure of scholarships
• To discuss career pathways and professional development opportunities

It is particularly important that the reporting process be used as a means of determining the adequacy of supervision and support. Where problems are identified, these should be signalled in the report, together with measures to rectify them.

Timing of Progress Reports

The timing of all progress reports is calculated from the date of admission to the programme.

Progress reports are due at the following intervals: six monthly until confirmation, and then annually thereafter until the submission of the thesis or termination of candidature. Note that the date of subsequent meetings is usually set by the entry of the progress report into eVision. If there is a delay in entering this report, subsequent meetings will be delayed.

The progress reporting procedure is initiated by eVision reminders that are sent to the Primary supervisor and departmental administrator nine weeks prior to the reporting period. At that stage, the student receives an alert in their eVision portal to complete their section and the self-review, and if it is their first progress report they should also complete the student-supervisor agreement. The student has two weeks to complete these questions and upload the documents.

The Reporting Process

A Convener who is independent of the supervisory process oversees this reporting process. This person will usually be the Head of Department or the Head of Department's nominee. The candidate and supervisor should be consulted on this matter before the Convener is finalised. The reporting process comprises four parts:

• The preparation of a self-review document by the candidate.
• Confidential conversations between the Convener and the candidate, and between the Convener and the supervisors to determine if there have been any issues with supervision.
• A meeting, chaired by the Convener, to discuss the self-review and other matters relating to the candidate's work. The meeting should be attended by the candidate and the supervisors.
• The completion of the PhD Progress Report Form in eVision on the basis of the discussion, which is then printed and sent to the appropriate authorities for endorsement and is uploaded to the candidate's file on eVision by the Doctoral Office once the report is approved by the Dean of the Graduate Research School.

Part 1: Self-Review

In every case, the self-review is the instrument for initiating the reporting process. The production of the self-review is the responsibility of the candidate. Although there is no standard layout for a self-review document, students are advised to refer to the Requirements for the Student Self-Review Document as a general guide, alongside the following two sections (Six-month Self-Review and Annual Self-Review). In all cases, candidates should discuss and agree upon the precise format of the self-review document with their supervisors. The self-review need not be overly long. It should be a summary of work and may be augmented by appendices containing more detail. Previous self-reviews and reports should be used as a point of reference when indicating goals achieved and tasks completed. Ordinarily, a self-review should be completed and uploaded to eVision by the candidate within two weeks of receipt of the eVision reminder.

As well as providing a succinct account of the work done during the reporting period, the self-review can be used to indicate any specific areas of concern that the candidate wishes to be addressed at the subsequent meeting. We draw particular attention to the sections "Support and Resources" and "Candidate and Supervisor Responsibilities" in the PhD Progress Report Form.

The self-review should also list any publications, seminar or conference presentations related to the PhD completed during the reporting period.

Depending on departmental practice, students normally will upload the self-review document onto eVision when submitting their candidate response form. A departmental administrator can also assist in this if needed. We recommend that the student advises the supervisor/convenor as soon as they have uploaded their self-review preferably at least a week ahead of the planned meeting time. The panel is comprised of the supervisors (or the supervisor and the Departmental Advisory Committee) and the meeting Convener.

Six-month Self-Review

As the first self-review, the six-month self-review marks a crucial moment in the candidacy. The candidate's self-review should briefly define the research proposal and thesis layout, as well as outlining the research and writing the candidate has undertaken to date, and the work planned for the following review period.

Note that the Student-Supervisor Agreement must be attached to the six-month Progress Report when the report is circulated for endorsements and then forwarded to the Doctoral Office.

Annual Self-Review

All self-reviews for annual reports should take the preceding report as a point of reference. The self-review should follow the format of the self-review template document.

Confidential Feedback

All PhD candidates are able to provide confidential feedback to the Dean and Manager of the Graduate Research School when accessing eVision to upload their self-review document. This feedback may include any concerns or questions the candidate may have with regard to their doctoral studies. Feedback is strictly confidential - the Dean or Manager will not contact supervisors or departments without the express permission of the candidate concerned.

Part 2: Confidential Conversations with the Meeting Convener (optional)

Prior to the Progress Meeting, the Convener should contact the candidate and supervisors independently to see if there have been any issues with the supervisory relationship. If the candidate has not been contacted by the Convener, and they wish to talk to them, they should initiate a discussion. This is a very important stage, since the candidate may feel unable to raise or admit to issues of supervision with their supervisors are present. If there are issues with supervision, the Convener should negotiate with the candidate (or supervisors) which, if any, aspects will be raised in the formal meeting and by whom, or whether the matter will be taken up with the Head of Department, a Postgraduate Co-ordinator, an Associate Dean or with the Manager or Dean of the Graduate Research School.

Part 3: Progress Report Meeting To Discuss The Self-Review

The Progress Report meeting is chaired by the Convener. Typically the format involves methodically going through the Progress Report form in eVision (either online or by printing out the form in advance and annotating), noting changes where appropriate and providing commentary where necessary.

The Convener should ensure that all matters raised in the self-review are discussed at the meeting. Moreover, if there are any supervisory issues that have been raised for discussion from the pre-meetings, these should be openly discussed. The candidate and the supervisors should also be asked to address the questions raised in each section of the report form.

If the panel members have any doubts about the candidate's performance in any area of their work, these should be raised courteously and frankly. The panel should also suggest practical measures to counter any perceived deficiencies in performance.

It is particularly important that, at the time of the six-month and first annual report, the candidate is given a clear warning where performance is deemed to be unsatisfactory. If the panel feels that confirmation of the candidacy is seriously in question, the candidate should be advised of this at the first opportunity (ideally, this would be at the time of the six-month report) and alternative options (such as termination of candidacy or enrolment for a Master's degree) outlined. If at six months, work at the expected doctoral standard looks unlikely, a plan of work should be devised to write-up research in a format that could be considered for a lesser degree (e.g., Masters or Postgraduate Diploma) and the candidate may be placed ' Under Review '.

The meeting with the candidate should also provide the opportunity for open discussion of supervisory arrangements, issues, practical, technical and financial support. It is imperative that the projected completion date of the project be monitored and that any significant changes to the project, its supervision or support be recorded in the progress report.

Part 4: Completing The Report Form

During the meeting, the Convener will, in consultation with the candidate and the supervisors, fill out the standard PhD Progress Report form (either online or on a hard copy), being sure to answer all the questions. Minutes may also be taken of the meeting, which are then uploaded in eVision as a record of the meeting. The report form is designed to identify any matters of concern which need to be addressed and commentary should be provided in the appropriate areas or in the meeting minutes (if these are being kept). If no matters of serious concern are identified, the commentary need not be lengthy, but if progress is "fair" or "unsatisfactory", then an explanation is required in terms of what has led to this rating and steps that will be taken to try and improve progress.

Once completed, the PhD Progress Report form should be printed off (if completed online) and signed by all parties, who should receive a copy of the signed report. If a hard copy form has been annotated in the meeting, the convenor should arrange for any annotations to be entered into eVision (by themselves or an administrator in the department) and then the form should be printed and circulated for signatures. If there is disagreement about the report, this should be raised with the Dean or Manager of the Graduate Research School. In such cases, a candidate or a supervisor may make a personal written statement relating to a progress report.

Once signatures have been gathered, the PhD Progress Report form should be sent to Student Administration at [email protected] . Supervisors and candidates are also advised to retain a copy for their records.

Copies of the PhD Progress Report form are available for download from eVision by authorised staff, or can be obtained on request from Student Administration at [email protected] .

PhD Progress Reports | Feinberg Graduate School

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What is defined as a progress report?

Research proposal, interim report, special report.

• Final Report  

Deadline for your Progress Reports

It is mandatory that you submit all reports on time, according to your set deadlines. For your convenience, you may view the deadlines for your reports at any time through the online service. Requests for extensions for up to one month must be sent by email, a month before the deadline, to your FGS Faculty Coordinator.

Requests for extensions for more than one month must be sent by email, a month before the deadline, by your advisor directly to the Chair of the Board of Studies

• Research Proposal :  Month 12 (Direct Track: Pre-condition to start)
• Interim Report: Month 30 (Direct Track: Month 18)
• Final Report: Month 48 (Direct Track: Month 36)

Current information concerning the deadline for the submission of your progress reports is available online.

If necessary, you may file a fully detailed request with the Board of Studies to postpone submission of any of your Progress Reports.

Submitting Your Progress Reports

Each one of your progress reports must be submitted as a PDF file via the online uploading service .

Defending Your Progress Reports

The Chair of your Board of Studies will appoint an examining committee of at least two scientists.

Their task will be to review your reports and to meet with you following the submission of each report in order to examine your progress and general knowledge of the field as well as your ability to pursue your research.  Your advisor(s) should not be present at these examinations.

As soon as you coordinate a date for the examination of your progress report (i.e., a meeting with your appointed examiners), you should record the date through the online service .

At the end of the process the recommendations of your examiners and of the Chair of the Board of Studies are submitted to the FGS Dean for consideration and approval.

As a PhD candidate, you will be expected to select a specific doctoral research topic (in consultation with your supervisor), prepare a proposal, and submit it to the Feinberg Graduate School. This should all take place within the probationary period, not exceeding one year from the start of your studies.

Technical Details

• Your research proposal must be written in English (unless pursuing science teaching studies).
• The length may not exceed ten pages, not including pictures, graphs and bibliography.
• The font should be Times New Roman size 12, and line spacing should be 1.5.

Structuring the Proposal

Your research proposal should include the following sections:

• Title page:  Use one of two possible formats, one for the regular PhD track and one for the direct PhD track. For your convenience, provided herewith are WORD templates of the two title page formats: Regular PhD Track and Direct Track .
• Abstract  (half a page).
• The subject of your proposed research
• Aims and bjective
• Experimental approach and methodology
• Preliminary results

Your Interim Report should contain a summary of the results you have achieved to date, as well as your plans for future work. It should be submitted within 30 months from the start of your studies, or at a date determined by the Dean.

• The Interim Report must be written in English (except for students of Science Teaching).
• The length may not exceed 15 pages, not including pictures, graphs, and bibliography.
• The font should be Times New Roman size 12 and line spacing should be 1.5.

Structuring Your Interim Report

It is obligatory to include a title page and an abstract. For your convenience, provided herewith is a WORD template of the  title page for the Interim Report .

Your Research proposal and Interim Report examiners, as well as the Board of Studies, may require that you submit a Special Report on your progress. This request may be made of you at any time. When such a decision is made, you will be notified of the deadline for submission of a Special Report. 

Submitting a Special Report


• The Special Report must be written in English (except for students of Science Teaching).
• The required length is usually between one and ten pages, not including pictures, graphs, and bibliography.

Submitting the Special Report


It is obligatory to include a title page and an abstract. For your convenience, provided herewith is a WORD template of the title page for a Special Report .

Final Report

Your Final Report should summarize the main results of your research, and serve as a basis for writing your thesis. Review of your Final Report by the examiners who have accompanied your work throughout your doctoral studies is required ─ not only for the submission of your thesis, but also in order to provide you with helpful comments in terms of style and organization.

• The Final Report must be written in English (except for students of Science Teaching).
• The length may not exceed 30 pages, not including pictures, graphs, and bibliography.
• Setting a Date for the Examination 


Structuring the Report

The Final Report you submit should follow this structure, and include the following:

• Title page.  For your convenience, provided herewith is a WORD templates of the title page of the Final Report
• Brief summary of the main goals of your research (about one page).
• Concise report on your main findings and central conclusions (one page).
• Short introduction to your entire study.
• Summary of the Experimental or Theoretical section, presented in accordance with the chapters that will constitute your thesis. The description of experiments should be brief and accompanied by tables, illustrations, etc.
• The description of results in this report may NOT be replaced by a printed version of papers you have published. However, copies of papers you have published may be attached to your Final Report as appendices.
• Short discussion of your ENTIRE study deliberating on your work as a whole.
• List of all publications that you have authored during your PhD studies.

* Comments concerning the list of  publications:

• Each paper is a primary research paper – not a review, review-style book chapter, or meeting abstract – and was published in a peer-reviewed journal, or as a peer-reviewed abstract in a scientific conference as is customary in mathematics and computer science fields.
• Each paper must be at the published, in press or accepted stage. In other words, you or your advisor is in possession of a formal, final acceptance letter or email from the journal. The following stages do NOT fulfill these threshold requirements: In preparation, submitted, or in revision.
• You are either the sole first author or one of two equally contributing first authors. Papers in which you are one of three or more equally contributing first authors will not be considered for this purpose.
• In case of scientific disciplines where a different order of author listing is customary, such as alphabetical order, your advisor and examiners will determine if indeed the paper abides by the spirit of the above-mentioned requirements. 


Declaration of specific contributions - for Life Science

Starting 1/05/2023, All PhD progress reports, Research proposals Interim, Final and Thesis submitted to the FGS must include a section in the form of a table, after the Abstract, titled ‘Declaration of specific contributions:’.

In this table the student has to declare who collected the experimental data presented and who analyzed it for each table and figure.

If this information varies at the level of individual panels, it further needs to be provided on the panel level. The students are encouraged to include this specific information also at the bottom of each table/figure legend.

In the case that ALL the data were both produced and analyzed solely by the student, the aforesaid table can be replaced by a brief statement. Note that reports will not be approved without including the information mentioned above or if it is only partial.

An example table

1) Declaration  - The student shall declare that the thesis summarizes his/her independent research. If part of the research was performed in collaboration with another investigator(s) and/or students, the collaboration should be explained.

This includes specifying which parts of the thesis describe results from this collaboration, the work done by the collaborators (and not by the student), and the role of the student in the collaboration.

2) List of all publications that you have authored during your PhD studies.

Comments concerning the list of publications :

• The " main publications section " should include only those where you are the sole first author or one of up to three equally contributing first authors.
• In addition, you can also have an optional " additional publications " section, which can include any other papers meeting the criteria listed above on which you are listed as one of the authors, as well as review manuscripts, published preprints and review-style book chapters.
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What to include in a First Year PhD progress Report?

Hi, I have been asked to prepare a progress report on the work to date I have done as a first year PhD student. This report will be read by a research committee (made of professors in my discipline). I will also have to give them a presentation. I am 9 months into the first year of my PhD. For the first 5 months I was doing the PhD part-time. For the last 4 months I have been doing it full time. Can anyone suggest what I should include in this report/presentation? Also what would there expectations me regarding the amount of work I have done so far as a first year PhD student? All suggestions welcome. Anna.

Hi Anna10.. I dont know what area of research u are, so it may be different for you, and it all depends what ur Uni requirments are, because i believe each uni requires a different format. But generally you would need to include, an introduction to ur work, literature review if u have done some, Methods so far, results so far, discuss what u can of them. Usually the report is not too long, but i found it useful writing my progress reports as if they were part of my final thesis, u will be greatful that u done this when u get to ur writing stage. Oh yeah and dont forget to add what u will do next. For the presentation, again it depends on how long u have to present, ask ur supervisor, we had 15 - 20 minutes. Again, an introduction about ur work and what it involves, talk to them about what methods u used and the outcomes u have so far. And ur next steps.

ooh a nice gant chart/timeline always goes down well in my department. In fact I once did a presentation with 1 gant chart for each year of my PhD and then an overall one haha, so there were 4 in my presentation! It just shows you are thinking about the future, how to complete in three years (ha!) and shows organisational skills I suppose. If its a presentation I always like to include a 'research difficulty' i.e. "how do I source participants for xyz" because then it uses up all your question time so they can't ask difficult stuff!

Sneaks, I like the way you think! For very much the same reason I like to put a good few film clips in my presentations ... ! In our dept there are fairly clear guidelines on what is expected in the progress report, for example, if you're a full-time 1st year then you have to write a 10,000 word lit review, a timetable for completion and an outline of the structure of the thesis, oh, and evidence of at least 3 meetings with a supervisor. Part-time students have a 5000 word limit, I think. It might be an idea to have a word with the research administrator in your department - they know EVERYTHING! And make sure that those assessing your work know that you have only been full-time for the last four months. You know what these academics are like (!). A few years ago a friend of mine started their PhD in February but when she was assessed in April it was evident that they had all forgotten because they had a bit of a go at her because they though that she done stuff all since October. Silly academics!

I'd check your university guidelines if you can. But otherwise, ours were quite specific in terms of what sections we should include in the report: Background, aims, methods, plan of investigation, results obtained, future work, references. (on the other hand no one seemed to know exactly what should go under each heading so I made it up!) For the presentation I guess people want to know what you've been doing. If you have no data yet, you could do a talk on what you are planning on doing, along with the background to the study. I don't think there are hard and fast rules on what should be done in the first year. It depends so much on the field, but also the individual project. At the end of my first year I had no real data to speak of, but I had a clear plan, which seemed to work fine. Another had spent a year in a lab and had a load of data. we both passed fine (up)

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