Progress meetings and reports

Frequency of the meetings

Each PhD student of the Groningen Graduate School of Science meets with his/her supervisors on a regular basis to discuss the progress of the project as a whole. These rogress meetings are scheduled after 6 months, 9 months, 2 years and 3 years. Only the student and (first) promotor are required to be present at progress meetings, but typically at least one additional person is involved (e.g., the PhD coordinator of the research institute). The external advisor named in the Training & Support Plan should participate in the 6-month progress meeting, and thereafter whenever the PhD student or the promotor invites him/her.

Protocol

The PhD student is responsible for all practical arrangements. He/she should take the initiative to invite participants and arrange a room for this purpose. The student is also responsible for preparing the required documents in advance.

During the progress meeting, the following should be discussed and approved:

• PhD Student Self-Report [DOC]
• Training Journal [PDF]
• Progress Meeting Report [PDF]  (but see below: "at the nine-month evaluation: assessment form")
• Outline of thesis chapters (2nd and 3rd year meetings)

• Training & Support Plan (update if necessary)

After the meeting, these documents need to be signed and returned to the GSO by email (ggss@rug.nl). Note that in addition to the option to include a digital signature (Document>Sign>Sign Document), Adobe Reader also makes it easy to hand-draw one (Document>Sign>Apply Ink Signature). If you prefer not to send electronic copies, please mail the documents to:

Graduate School Office

Attn: Marike Vos

P.O. Box 407

9700 AK Groningen

Nine-month evaluation  

At the nine-month evaluation (appraisal), an Assessment Form is used to evaluate the PhD student’s performance in the context of the ‘go/no-go’ decision for project continuation. This form takes the place of standard Progress Meeting Report. However, the student still prepares the PhD Student Self-Report [DOC], and the promotor still approves the Training Journal. [PDF]

• Assessment Form [DOC]  for employed PhD students (AiOs)
• Assessment Form [DOC] for scholarship PhD students (bursaries)

Questions?

If you have any questions about the progress meetings, please contact Mrs Marike Vos of the Graduate School of Science at e.m.vos@rug.nl or tel. 7158.