GRADUATE

ACADEMY

Supervision Protocol

A good relationship between the student and his supervisor is vital for a successful doctorate. The work must rely on a solid base of trust and mutual exchange. In order to avoid misunderstandings, it is highly recommended to clarify all questions in a first supervision meeting, and to set agreements and expectations formally in a protocol.

The content of this protocol should include:

• The participants of the meeting
• Date and time
• Documents handed to the doctoral candidate, such as:
  • Regulations for the Doctorate (in German)
  • Guidelines for Good Scientific Practice (DFG, German and English)
  • OVGU Rules for Handling scientific Misbehaviour (in German)
  • Support Offered by the OVGU
    

No special form for the protocol is required, and the document does not need to be signed. We recommend you to discuss in detail the following points:

List of questions for a supervision meeting at the beginning of a doctoral project

1. Supervision committee:

• Is there more than one supervisor?
• Are there other scientists to contact (Postdocs, PIs, Lab manager)?

2. Subject

• Corresponding faculty for thesis submission
• Information on the Promotionsordnung - regulations for the doctorate
• Are there additional regulations at the respective faculty?

3. Thesis

• Topic and main focus of the thesis, working title
• Cumulative thesis or monograph?
• Obligation to write a synopsis in advance?
• Is there a probation time?
• Expected time frame?
• Are there special circumstances that might lead to delays?

4. Frequent meetings

• How is the frame for scientific exchange between supervisor and candidate?
• Who else should be contacted frequently, or concerning special questions?
• How many people are working in the department, are there rules concerning meetings, presentations, colloquia?

5. Working conditions

• Is there office and / or lab space available?
• Are there financial means for equipment, material, student research assistants?

6. Financing the doctorate

• Which options are available?
• How long will funding be available, what is the time frame?

7. Structured doctoral programme, compulsory study programme

• Is the doctoral student member of a structured doctoral programme?
• If yes: are there additional duties or additional options?
• Which lectures or seminars must be visited?

8. Good Scientific Practice (according to German Research Foundation DFG)

• Does the doctoral student know the DFG memorandum and the rules at OVGU, e.g. concerning plagiarism?

9. Supporting offices at OVGU

• OVG Graduate Academy for general consultations and advice; conflict mediation
• Familiy office for doctoral students with children /  relatives in need of care
• Gender equality officer / Network women-in-science for female scientists
• Student counselling for psychological and social problems

In case of any doubt, please contact the Graduate Academy or the OVGU Law Department.

Please, find here also some more remarks on legal aspects of supervision meetings (in German).