first year phd report

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All candidates for the PhD Degree are admitted on a probationary basis. A student's status with the Student Registry is that he or she will be registered for the CPGS in Computer Science . At the end of the first academic year, a formal assessment of progress is made. In the Department of Computer Science and Technology, this takes the form of a single document of no more than 10,000 words in length, exclusive of tables, bibliography and appendices.

The document is principally a PhD Proposal . That is, a document that demonstrates a clear path from the candidate's current position to a complete PhD thesis at the end of the third year. The document has two purposes: (i) to help the candidate to reflect on and plan their research project and (ii) to allow the Computer Laboratory to assess the student's progress and planned research.

In the document, the candidate should do the following:

• Identify a potential problem or topic to address for the PhD.
• identifying the seminal prior research in the topic area
• the most closely related prior work, and
• their strengths and weaknesses.

The goal is to show the limitations (or lack) of previous work. One method that could be employed to do this is to provide both a taxonomy of prior work and a gap analysis table: a table whose rows are the closest related work, the columns are the desired attributes of the solution, and each table entry is a Yes or a No. This would then clearly show that no prior work meets all the desired attributes.

This section of the document might be expected to form the basis of part of the candidate's final PhD thesis.

Candidates should have already done some preliminary research. This may be early attempts at proofs, a detailed analysis of existing methods, a critique of existing systems, assembly and testing of investigative apparatus, conduct of a pilot experiment, etc. This section of the document may form the basis of a chapter of the final PhD thesis. It is common for the candidate to have produced an academic paper (even if this is a minor paper for a workshop, for example), where they are the main author. The paper does not need to have been published, but the assessors should be able to see that it is of potentially publishable quality. Such a paper can be submitted as an appendix to the document; in this case the material in the paper should not be reproduced in the document, but should be summarised briefly in a self-contained way.

This should indicate, at a high level, the research that might be undertaken in the second and third years of the PhD. It needs to show that there is a viable route to a thesis in two years' time. In particular, it must state the specific research question or questions that are being addressed. If there are more than one question being addressed, it needs to be made clear how they are interconnected and how answering them would result in a coherent thesis story. They need to also be accompanied with a brief discussion of why they are important and interesting questions that are worthy of a Cambridge PhD, and why they are new (the gap analysis table could be used for this). Next, the candidate needs to describe the proposed method of attacking the questions, for example, by listing the major steps to completion through the next two years.

Some candidates find it useful to structure this as a cohesive one-page summary of the proposed thesis, with a tentative title, a paragraph setting the context, and three or four paragraphs describing chunks of the proposed research, each of which could be the basis for an academic paper and each of which could be expected to be a chapter of the final thesis. The chapters should make a cohesive overarching narrative of the thesis, rather than be stand-alone pieces of work.

A paragraph identifying criteria for success is recommended where the candidate explains how they will convince the research community that their approach is successful.

Potential risks are recommended to be identified: what could derail this methodology (technically) and if this happens what is plan B?

• Timeplan: provide a detailed timetable, with explicit milestones for each term in the next two years against which the candidate will measure their progress. This would ideally include technical tasks that are planned to be accomplished during each time chunk.

It is essential that the supervisor(s) agrees that the document may be submitted. The document will be read by two other members of staff (assessors), who will interview the student about the content of the document in a viva. It should therefore give sufficient information that the assessors can satisfy themselves that all is well. It is expected that the interview will take place before the end of the first year.

Submission deadlines (electronic)

• For students admitted in Michaelmas Term, by June 30, 23:59
• For students admitted in Lent Term, October 30, 23:59
• For students admitted in Easter Term, by January 30, 23:59

All submissions should be made electronically via the filer.

Electronic version (in PDF format) should be provided via the PhD report and thesis upload page . This deposits uploaded files on the departmental filer at /auto/anfs/www-uploads/phd = \\filer.cl.cam.ac.uk\webserver\www-uploads\phd.

Students intending to take up research placements during the vacations which begin on, before, or shortly after the submission deadlines must submit their report one month before departure to enable the examination process to be completed before the internship begins . No other extensions will be permitted unless otherwise authorized by the Secretary of the Degree Committee.

Oral examination

The student will be invited to discuss the documents with two assessors appointed by the student's principal supervisor. Neither of the assessors should be the student's principal supervisor though one may be the student's second advisor. Occasionally, the principal supervisor may be invited to clarify elements of the PhD Proposal and to attend the viva as an observer.

Where the initial PhD Proposal document is unsatisfactory, the assessors must ask for a revised submission and arrange a further discussion. Where the PhD Proposal is acceptable, it may still help the student to record suggested modifications in a final version of the Proposal. A copy of the revised document must be submitted to the Secretary of the Degree Committee.

The PhD Proposal document is internal to the Laboratory. However, since it is the basis for formal progress reports including registration for the PhD Degree and those made to funding bodies, assessors should endeavour to arrange a meeting where the documents should be assessed and discussed by the end of the student's first year at the latest. The Secretary of the Degree Committee should be informed of the result by the assessors and by the supervisor on the Postgraduate Feedback and Reporting System as soon as possible thereafter.

The report will be considered by the Degree Committee which will make its recommendations on the registration of the student to the Board of Graduate Studies.

In those cases where the student's progress is wholly inadequate, the supervisor should give them a written warning by 15 September (or the appropriate corresponding date - 15 December or 15 March) that they are in danger of termination, with copy to the Secretary of the Degree Committee.

The word limit is a maximum; it is not a target. Successful PhD Proposal documents can be significantly shorter than the limit. Writing within the word limit is important. It is part of the discipline of producing reports. When submitting reports (and the final PhD thesis), students will be required to sign a Statement of Word Length to confirm that the work does not exceed the limit of length prescribed (above) for the CPGS examination.

Originality

Attention is drawn to the University's guidance concerning plagiarism. The University states that "Plagiarism is defined as submitting as one's own work that which derives in part or in its entirety from the work of others without due acknowledgement. It is both poor scholarship and a breach of academic integrity." The Faculty's guidance concerning plagiarism and good academic practice can be found at https://www.cl.cam.ac.uk/teaching/exams/plagiarism.html .

Reports may be soft-bound in comb-binding or stapled.

Secretary of the Degree Committee September 2013, updated September 2021, updated March 2022

Department of Computer Science and Technology University of Cambridge William Gates Building 15 JJ Thomson Avenue Cambridge CB3 0FD

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A guide for first year PhD students: Expectations, responsibilities, advice

The first year of a PhD can feel like a rollercoaster ride. First-year PhD students are ambitious and want to fulfil expectations. At the same time, they may be unsure of what these expectations and their responsibilities are. This guide aims to provide first-year PhD students with some directions and advice.

Disclaimer: This post may contain affiliate links, which means I may earn a small commission if you make a purchase using the links below at  no additional cost to you.  I only recommend products or services that I truly believe can benefit my audience. As always, my opinions are my own.

The first year as a PhD student: Excitement, ambition, overwhelm

What to expect as a first-year phd student, responsibilities of a first-year phd student, a supervisor’s expectations of a first-year phd student, thesis/dissertation, academic skills, relationships and networking, health and well-being.

Starting a PhD is exciting. Securing a PhD position is a major life event, and often something that first-year year PhD students have been working towards for a long time.

Many PhD students cannot wait to start. They already want to prepare in the weeks and months leading up to their new positions. And once they do start, they are full of energy, ambitions and plans.

First-year PhD students want to do well, make progress with their projects and meet their supervisors’ expectations. However, it is not always clear what that means.

“Am I doing enough? Do I make enough progress? Am I smart enough? Did I bite off more than I can chew?”

Questions like these, and insecurities, often develop early on in a PhD journey.

Furthermore, starting in a new environment can also be draining. There are new colleagues, new processes, and many unwritten rules in academia. Coupled with open questions about the direction of one’s PhD research, the first year can feel overwhelming.

To avoid overwhelm, it helps to know that the first year of a PhD involves much more than just figuring out one’s research. And absolutely normal to feel lost from time to time.

Succeeding in academia has many facets, including your thesis or dissertation, but also learning new skills, and developing relationships with supervisors, colleagues and scholars in your field. All of that takes energy.

Set realistic expectations for yourself in the first year of your PhD. Not everything will work out as planned. Research takes time, and setbacks are inevitable.

Doing a PhD is often experienced as very stressful : many PhD students are perfectionists, and a PhD requires a lot of self-responsibility. Consequently, PhD work tends to feel very personal, and criticism can sting.

First-year PhD students can deal with ‘failures’ more constructively by realizing that failures are an inevitable part of academic work, and by adopting a more welcoming attitude to criticism and feedback.

First-year PhD students can also expect to read and explore a lot. At times, this involves going down the rabbit hole of academic literature: processing new information, frameworks and perspectives before discarding them again.

Thinking, researching, experimenting, writing and editing are not straightforward processes, and a lot of learning takes place along the way.

Specific requirements and responsibilities of a first-year PhD student differ from programme to programme.

However, frequently a key responsibility of a PhD student is to develop a firm research proposal in the first year, which is often coupled with an extensive literature review.

This requires first-year PhD students to immerse themselves in the relevant literature. However, it is also recommended to read a bit outside of your field or discipline to gain new perspectives.

If a PhD programme involves course work, as is for instance the case in North America much more than in Europe, then planning and starting coursework is also often a responsibility during the first year.

All in all, a first-year PhD student is responsible to get organised and create a feasible plan for the coming years. The first year is meant to set the foundation for the PhD trajectory .

Unless the PhD programme is followed online, and unless there is a pandemic raging, first-year PhD students are additionally often expected to actively participate in the research group, lab or department in which they are based.

Active participation can range from simply showing up regularly, to attending lunches with colleagues, attending research events or presenting preliminary findings.

The internet is full of horror stories of PhD supervisors having extremely unrealistic expectations of first-year PhD students. For instance, several publications in the first year.

While this can certainly happen, I dare to say that this is not the norm.

Again, specific expectations or requirements in terms of performance and output of first-year PhD students can differ from university to university, and from supervisor to supervisor.

Beyond that, however, there are several expectations that many PhD supervisors have of first-year PhD students.

For instance, PhD supervisors tend to appreciate some levels of regularity and consistency. While it is absolutely normal to have periods where you make more progress (for instance in writing) than in others, it is not good to contact your supervisor every day for a month, and then fall off the earth for half a year.

Consistency goes hand in hand with good communication. Communication, respect and openness are fundamental elements in a good supervisor-supervisee relationship.

Many supervisors prefer first-year PhD students to ask for help and support if they experience roadblocks of any kind, instead of finding out that after a year no progress was made.

Lastly, supervisors often expect PhD students to take matters into their own hands. Instead of simply waiting for instruction, this means that first-year PhD students should be in the driver’s seat of their journey. Therefore, it is no surprise that proactiveness is one of the 10 qualities of successful PhD students.

25 things every first year PhD student should do

To turn the more abstract discussion on expectations and responsibilities into more concrete advice, the following list includes 25 things (divided into five categories) that every first-year PhD student should do.

• Read as much as you can. Write down your thoughts and observations.
• Develop a system to keep track of the literature you are reading (for instance through an excel file, notebooks, or a reference manager like Zotero ).
• Develop a literature review on your research topic.
• Familiarise yourself with your university’s PhD requirements (such as length, number of publications, required coursework, etc.).
• Read a few PhD theses from your field and university to understand what is ultimately expected from you.
• Get into the habit of writing . It does not have to be purely academic text. Write down your observations, write blog posts, and write a research diary. The more you write, the easier it gets.
• Develop a good system of communication and effective supervision meetings with your PhD supervisor/s.
• Get into the habit of talking about your research. Speak to your friends about your work, and discuss some readings with your colleagues. Try to formulate your thoughts in an accessible way. The more you do this, the easier it gets.
• Present something in a friendly environment (such as your research group) to practice public speaking .
• Learn how to prioritise tasks . Sometimes, prioritising one task means ruthlessly dropping others. Get comfortable with it. No one can do it all.
• Get to know your supervisor/s . Learn about their research and activities, their preferences and things like their preferred way of communicating. Don’t just expect your supervisor/s to adjust to your preferences, also adjust to theirs.
• Be present in your department, lab or research group. Chat with colleagues, exchange information, support each other and socialise. Collaboration is always better than competition.
• Develop a good support network outside of work. Even the nicest PhD trajectory can be stressful and frustrating from time to time. Know who has your back and can provide support and/or distraction when needed.
• Get to know the administrators and secretaries of your university. They hold a lot of power and you want them on your side!
• Start your online presence by filling out your university profile page, and setting up a professional Twitter account or a LinkedIn profile. You want people to be able to find information about you and your research online.
• Observe your energy levels and find your rhythm. Some people concentrate better in the morning, others late at night. Figure out when to tackle difficult tasks, when to schedule meetings, and when to take breaks. A PhD is not a regular 9 to 5 job. If you have flexibility in your time planning, optimise your routine so that it fits you .
• Be kind to yourself. When having negative thoughts, speak them out loud. Would you talk to your friends or colleagues the same way you talk to yourself? Probably not. Be forgiving and compassionate if you have a bad day.
• Foster an identity outside of your PhD by taking time for instance for hobbies, family and friends. It will help you to separate your self-worth from your PhD work.
• Prioritise your health and well-being . This involves for example getting proper sleep , exercising and eating healthily. Not only will you feel better, but your work will also benefit.
• Take proper breaks. Getting burnout is not a badge of honour or testimony to your dedication. Work smarter, not harder.

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All PhD students begin as Probationary PhD (NOTAF - not at first registered). At the end of the first year, your progress is assessed via the First Year Assessment, and a decision is made on whether to register you for the PhD.

The assessment comprises the following elements:

• Assessment of a 10,000 - 15,000 word First Year Report ;
• Passing two modules from the approved list of modules ;
• Participation in a Researcher Development Course .

The First Year Assessment is carried out by at least two assessors, and your supervisor is not formally involved in the decision on the outcome, although they are asked to make a recommendation. Usually the two assessors will be your advisor and your Head of Division (or a deputy), although this is not always the case. If you wish to notify your assessors of any disability or request adjustments on account of such disability for your technical and/or formal assessment meeting you can do this via your Degree Committee by completing and submitting the  voluntary disclosure form .

All deadlines below are at 4pm. Where a deadline falls at a weekend, the report is due by 4pm on the following Monday.

*Please note that students who are part of the Aerosols CDT do not need to submit their First Year Report until 31st January of their second year and should aim to submit their FYA1 before the end of the proceeding Michaelmas term.

Please read through the steps below, which detail the full First Year Assessment Process. Note in particular the actions that you as a student are responsible for: arranging the preliminary meeting, submitting the FYA1 to the GSO, submitting your First Year Report to your Divisional Administrator and attending the Technical and Formal Meetings.

Arrange a preliminary meeting and complete the FYA1

You should organise a 'pre-meeting' with your supervisor and advisor to discuss plans for the first year report. The meeting should take place at least two months before the First Year Report is due , and an FYA1 Preliminary Meeting Form  must be completed and returned to the GSO by the deadline above.

Submit your First Year Report

Information about writing your First Year Report and submitting it can be found here . The report is due by the deadline above, but earlier submission is encouraged. You should be working towards your First Year Report throughout your first year, and not wait to start writing it until after your preliminary meeting.

Attend a Technical Meeting

The Technical Meeting is organised by your supervisor, and is between you, your supervisor and an assessor. 

The aim of the Technical Meeting is to enable the assessor to form an accurate opinion of your progress during the first year. The First Year Report forms the basis for the discussions at this meeting and the assessor will ask questions about its content and the wider context of the work. After the meeting, the assessor summarises their view in a short report. The supervisor is also asked to submit an independent report on your progress. The reports of the assessor and supervisor, the supervisor’s copy of the First Year Report and any other relevant information (such as module marks) are collected by the second assessor (usually the Head of Division or a deputy).

Possible additional assessor

Where any concerns are raised in either the supervisor's report or the assessor's report of the FYR and Technical Meeting, the Head of Division (or Deputy) may appoint an additional assessor to review the First Year Report. This is simply to get another, independent, view on the work produced. You will not necessarily need to meet with the additional assessor, who will review your First Year Report, and then write a report on it to pass to the Head of Division. They may be invited to attend the Formal Assessment Meeting.

Attend a Formal Assessment Meeting

The Head of Division (or Deputy) will organise a ‘Formal Assessment Meeting’, between you and them; your assessor(s) may also be invited to attend. This meeting forms the basis of the final decision regarding your progression onto the PhD. The Head of Division (or Deputy) will review the reports they have received from your assessor(s) and supervisor in advance of the meeting. In the majority of cases, where a student is well on track, this is likely to be a short meeting. Only when there are serious concerns would this meeting include a detailed examination of your progress and a discussion of the causes and possible remedies of underperformance.

At the formal meeting, you will also be asked about the quality of support you are receiving from your supervisor, and how often you have met with them. This is also an opportunity for you to raise any concerns you have about supervision.

Outcome of the First Year Assessment

The Head of Division (or Deputy) writes a report with the outcome of the First Year Assessment, and passes it, along with all of the reports, to the Graduate Studies Office. The GSO action the recommendation and formally report it to the Degree Committee. Copies of the reports will be shared with you either by your Divisional Administrator, or the Degree Committee. If you have passed, your CamSIS record will be updated with your new status in due course. If the outcome is not a pass, you will be contacted with further information.

You will usually be notified of the outcome of your First Year Assessment at the end of your Formal Meeting, but in some cases the Head of Division may need a bit more time to reach a decision, or to seek advice. If the outcome is not an outright Pass, then your paperwork will be forwarded to the Graduate Studies Office, who will notify you of the outcome within no more than two weeks of the Formal Assessment Meeting taking place. If you are in any doubt as to the outcome of your assessment following the Formal Assessment Meeting, please contact the GSO .

There are four possible outcomes from the First Year Assessment:

Pass: Register for PhD

The vast majority of probationary PhD students will pass the First Year Assessment first time around. When all of the paperwork has been sent to the GSO by the Divisional Office, your CamSIS status will be updated to reflect your new status, and the outcome will be reported to the Degree Committee. CamSIS status updates usually happen around the time of Degree Committee meetings.

Resubmit: First Year Report requires revision

In some cases, the First Year Report is deemed to not yet be of a satisfactory standard to register a student for the PhD, but may be with more work. In this case, you may be given some time to improve your first year report and resubmit it for another assessment.

Unsatisfactory: Register for CPGS or MPhil and/or undertake further assessment

If the result of your First Year Assessment (taking into account both your First Year Report and your results on the taught modules) is that you are not at the required standard to be registered for the PhD then the outcome may be to register you for a lower degree or certificate. This may require you to complete further work (such as writing up your research as an MPhil thesis), for which a new deadline will be agreed. You may also be asked to retake assessments on taught modules.

Unsatisfactory: Remove from register of graduate students

If the result of your First Year Assessment is irredeemable failure, then you can be removed from the register of graduate students.

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PhD First Year Probationary Review Requirements

You need to submit a report as part of the first year probationary review assessment process, as well as attending the compulsory elements of our training programme. You can find detailed information regarding the first year probationary review here . This webpage includes important information that is specific to the Chemistry Department and includes information on submission, assessment and outcome.

In your first year, you are registered for the PhD (Probationary) in Chemistry. Towards the end of your first year you will need to write a report for the probationary review process, in which your progress and aptitude for continuing to doctoral research is carefully assessed. If all goes well, you will emerge from this process registered for the PhD. If it goes less well, a range of options exist to try to help get you back on track or identify a suitable pathway for you.

The format of the report is not strictly laid down and quite flexible however, in addition to covering the research work completed in this year it should contain a review of the appropriate literature and a clear indication of the way in which you expect your PhD project to develop (future work).  There is no minimum length but it must not exceed 12,000 words, including summary/abstract, tables and footnotes, but excluding table of contents, photographs, diagrams, figure captions, list of figures/diagrams, list of abbreviations/acronyms, bibliography, appendices and acknowledgements. The Degree Committee will not normally accept any reports that go over the word limit. 

Your Supervisor will advise on length, style and content and will have examples of recent reports you can look at: you should also find a ‘good’ report or thesis in your lab before you start to give you an idea of what you should be aiming for. Please also take note of the university  plagiarism rules and research best practice before you begin.

Note 1 : Derivations, code and spectra should routinely be included in the first year report as Appendices, unless they form part of the connected argument presented in the report. 

Note 2 : Experimentalists who find that their experimental section is taking them over the 12,000 word count should retain only the key compounds in the Experimental Section (part of the main report body, i.e. included in the word count); all other compounds (including preparation method and experimental data) should be moved to an Appendix entitled 'Supporting Information', i.e. rendering them excluded from the word count.

Note 3 : Occasionally, it may be necessary to submit information electronically that it is not possible to include in the printed version, e.g. datasets, movies/simulations or computer code. If you need to take up this option and are unsure of how to do this, please contact the Postgraduate Student Co-ordinator . It will not be included as a part of the materials uploaded onto Moodle in the Degree Committee submission process.

Note 4 : For the first year report, there is no requirement to include a Declaration at the beginning of the report because it is all included in the form which you submit where you will also required to declare that you have completed all of the first year compulsory elements. For a PhD however, a Declaration is required as part of the thesis; details of what this needs to say can be found at here.

What if I am Missing Some Data?

It is not completely unusual to have missing analytical data at the time of your first year report submission however, you should aim to have a complete report including all analytical data if possible. However, if you are missing some data and are worried, please get in touch with the Postgraduate Education Team or inform your supervisor. 

What to Submit and Where?

By the deadlines for you first year report, all students must upload to the Degree Committee Student Submissions course in Moodle:

• A pdf of your report. Please name your report file in the format of [Surname]_[FirstName]_Report
• A completed Probationary Review Declaration & Certificate of Submission form ( Submitting your first-year report ) saved as a .pdf with the naming format of [Surname]_[FirstName]_Certificate.

Please also note that no reports should be submitted by students to Assessors via email: you may only be Assessed on copies uploaded to Moodle.

Should you wish to make a voluntary disclosure of any disability/chronic illness that might affect the conduct of your viva please complete this  disclosure form  and submit to the email a copy to the Postrgaduate Student Co-ordinator  and  Degree Committee . You should do this up to two months in advance of the submission deadline to allow the Degree Committee to make appropriate arrangements for your viva - you should not wait until you are ready to submit to notify the Degree Committee as this could delay the date of your viva.

When to Submit?

Your submission  deadlines  vary according to when you begin your PhD. The current report submission deadlines can be found here on the degree committee website.

If you are unable to meet your submission deadline then, where there is a genuine problem, it may be possible to obtain an extension. You should contact the Postgraduate Student Co-ordinator as soon as you anticipate having to submit late .

** Please note that if you need to obtain approval from an Industrial sponsor before submitting your report this should be taken into account during the planning stages of your report. Sponsor approval DOES NOT constitute a valid reason for applying for an extension to your deadline for either a First Year Probationary Report or ultimately your PhD.

How do I organise my viva?

1. Before your submission date you will be informed as to who your two Assessors will be: one of whom is your Academic Mentor and one recommended by your Supervisor, both officially appointed by the Degree Committee.  We will also invite you to submit a form if you wish to make a voluntary disclosure of any disability that might affect the conduct of your viva .  You will need to submit the form (should you require it) and your provisional viva date to the Postgraduate Student Co-ordinator at your earliest convenience.

2.  You may then contact your Assessors to arrange a provisional viva date and time: in order to allow sufficient time following submission for checks, release of reports to Assessors and completion of pre-oral reports, please arrange this no sooner than two weeks from submission date .  No provisional vivas should be arranged to take place before this and you may find that some Assessors prefer to wait until your report is in hand before they agree to set the provisional viva date. If you have any difficulty organising your provisional viva date, please let the Postgraduate Student Co-ordinator know and we will assist you.

What Happens After Submission of the Report?

• Degree Committee will check and release your report to your assessors, who will then be able to download directly from Moodle.
• If you do not already have your provisional viva date and time set, you need to do so as soon after submission as possible. 
• The Assessors will read your report and each prepare a brief independent preliminary report on it before the oral examination.

Please note: Assessment should ideally be completed within 2 months of submission and within 4 weeks of submission wherever possible.

What Happens in the Viva/ Oral Assessment?

• You should be prepared to give a 10 minute talk, introducing your project background, aims, results and projected future work to your Assessors (check with them beforehand the best format for this, e.g. projecting ppt onto a screen, using ppt on the computer, ‘chalk and talk’).
• You will be asked about all aspects of your report and possibly about your training by the Assessors in a session usually lasting for around one hour, sometimes longer.

What Happens After the Viva/ Oral Assessment in Straightforward Cases?

In most cases, the situation is straightforward (around 90% progress onto PhD) and the following process occurs:

• The Assessors submit their independent pre-assessment and joint post-assessment reports to the Postgraduate Student Co-ordinator; these are then uploaded to Moodle.
• The Degree Committee will send the Assessors’ reports to you as feedback. The reports will also be sent to the Department's Postgraduate Education team and to your Supervisor. 
• Your Supervisor will be asked to comment on your progress in the light of the Assessors’ reports by email, and to indicate his or her support for the assessors recommendation, as well as to confirm your PhD project title. 
• The Department's Postgraduate Education Team will consider the Assessors’ reports together with your Supervisor’s comments and recommend an outcome to the Degree Committee on CAMSIS. The Degree Committee will then confirm to Student Registry on the details of your registration, and your status on CAMSIS should change shortly thereafter. 

What Happens if There is a Negative or Inconclusive Recommendation?

In some cases it is less clear and the Department/Degree Committee will then recommend alternative pathways to students .  The Departmental actions described below are IN ADDITION to the procedures set out for First Year Probationary Review by the Degree Committee and designed to provide the smoothest path possible for students who do not progress to PhD in a straightforward way.

In such cases, the Degree Committee will consider appropriate future steps in consultation with the Department. Anybody for whom Assessors recommend some specific action (e.g. resubmission of the 1st year report) or who are experiencing difficulties at the end of the first year will meet with a member of the Postgraduate Education Team so that, in conjunction with advice from your Supervisor, your Assessors and yourself, we can work out how best to support you at this stage and give the right outcome. 

a)  Continue to PhD following acceptable resubmission of first year report within three months of initial Assessment :

In all cases of this type, the following procedure is usually followed:

• Upon the submission of Assessor forms which indicate that a report needs to be rewritten, the Degree Committee will notify you, your Supervisor and the Postgraduate Student Co-ordinator (GSC).
• With the Assessor comments in hand, the Postgraduate Education Manager will speak with the student and their Supervisor (in a joint meeting) to ensure the pathway being followed is optimal for the student. 
• This conversation and the agreed pathway forward will then be communicated by email to the student, Supervisor, first year report Assessors and Postgraduate Student Co-ordinator: all parties are then invited to make alterations to the proposed plan of action and areas in which the student needs to demonstrate improvement.  The Postgraduate Student Co-ordinator will retain all this information, as an accurate record agreed by all those involved, including any future communications.
• Following resubmission/assessment of an acceptable report, the Assessors may if they wish allow the student to proceed without a second viva , subject to the quality of the revised report and the other actions that the student has taken following their initial recommendations.
• The student’s Supervisor will follow Degree Committee guidance (which is communicated by email and bespoke to each individual case) for registration of student following successful completion of First Year Probationary Review at this second opportunity.

b)  Other options :

Every student who does not undergo a satisfactory first year probationary review will normally be first given the option of re-writing their report within three months to a standard appropriate for progression to PhD.  However, there may be cases where the report is still not of this standard or it is agreed prior to such a re-write that the student will progress via an alternative route and in these cases, the following recommendations are possible:

• Change Degree Registration from PhD to MPhil
• Leave with a Certificate of Postgraduate Studies (CPGS)
• De-registration and withdrawal with no formal outcome

If you are asked to leave at the end of the first year with either a CPGS or MPhil for a variety of reasons, the following procedure will be followed:

• The student will normally be interviewed by the Postgraduate Education Manager;
• A summary of the discussion and conclusion will be sent to the Postgraduate Student Coordinator, the student and the student’s Supervisor;
• Student will need to confirm that they agree with the summary, have discussed the recommendation with their Departmental Academic Mentor and College Postgraduate or Senior Tutor prior to taking the next steps.

The Degree Committee will consider the Assessors reports and the Department’s recommendation and make a considered recommendation on how to proceed to the Board of Postgraduate Studies. The next steps will vary depending on what that recommendation is and are as follows:

If the recommendation is to change degree registration from probationary PhD to MPhil:

• The student will write up and submit the MPhil thesis in a time-frame agreed by the Department, their Supervisor, the Degree Committee and Student Registry (normally not more than three months).
• The MPhil thesis will be examined by two Examiners (usually one internal, one external) and a viva carried out with the Examiners and student.

If the recommendation is to write up and leave with a  Certificate of Postgraduate Studies (CPGS) :

• If it is considered that a student will not be able to generate sufficient material for an MPhil, they will usually be offered the opportunity to have their first year’s work considered for a CPGS and then leave.
• The student will then write up and submit a CPGS report in a time-frame agreed by the Department, their Supervisor, the Degree Committee and Student Registry (usually one month, normally not more than three months).
• The report submitted will normally be examined by two Examiners (usually both internal) and a viva carried out with the Examiners and student.

If the recommendation is to remove you from the University Register of Students with no formal outcome (also applies to MPhil students), we will do everything we can to properly support you through this process.

Funding: all students who embark upon a PhD will do so with funding which is specifically intended for students carrying out a full PhD.  If the decision is made to transfer Degree Registration from Probationary PhD to MPhil or write up and leave with a CPGS, extensive consultation with student and supervisor will be carried out, including a full financial assessment.  Normally, up to 3 months funding will be offered where required to complete any dissertation/thesis, typically drawn from the same source of funds that is currently supporting the student, unless the Sponsor objects, in which case it will be from Department reserves.

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1st year phd students.

Deadlines for each of the activities described below appear in the Postgraduate Timetable .

Project outline

Each student should have received a project description and possibly a readling list in advance of their arrival. The outline should be discussed with their supervisor within the first week with a view to writing their PhD Project Outline within the first 4 weeks. This will comprise some highly project-specific material and some background material of general relevance to your project.

By week 4 you are required to submit the PhD outline, a project plan identifying goals and key tasks for the first six months and the list of agreed key texts. This will contain:

• Thesis Title
• Brief outline of the project (~200 words)
• Introductory reading list: 5 key texts (book chapters/articles/review papers) to introduce the general field of research and get the student to start thinking about their project (bearing in mind their undergraduate background). Note that students will be asked to submit a summary of each of the texts as an integral part of the 1st year report . The key texts should help place the project in the broader context of international research in the field. As such, thesis chapters from past Warwick group members should not normally be included on this reading list (these should be read anyway!).
• Initial tasks: a list of those things the student will actually do (a) in the period Oct-Dec and (b) Jan-March. These may include such things as learning new experimental or mathematical techniques, programming languages, sample preparation or changing pump oil.
• 6 month milestones: 2 or 3 targets that should be met in the first half year, to enable the student to gauge their progress.
• Taught courses that will be attended: MPAGS, CSC, final year undergraduate modules or equivalent training.

This plan should be agreed between the student and supervisor(s); submission will be taken to mean agreement has been reached. Where the plans are not satisfactory the Director of Graduate Studies may require the student to submit a revised version and/or attend an interview.

Taught Courses

Graduate level modules are offered through the Midlands Physics Alliance Graduate School ( MPAGS ). All first year students should aim to take four MPAGS modules. The overall requirement is to take six MPAGS modules within the first two years, but the expectation is that a larger fraction of this training should be completed in the first year.

MPAGS modules may be replaced by equivalent training, such Masters level modules offered by Doctoral Training Centres (e.g. CSC, Complexity, MOAC, Systems Biology), fourth year undergraduate modules (e.g. PX4xx or MA4xx) or external accredited courses. In each case these must be agreed with the supervisor and the Director of Graduate Studies.

Additional undergraduate lectures from earlier years may be stipulated by the supervisor(s), or by the Director of Graduate Studies, to augment the student's training and fill in any gaps in their undergraduate knowledge. Supervisors must notify the Director of Graduate Studies of any prescribed lectures and, if it is considered appropriate to monitoring the student's progress, they may be examined.

Doctoral Skills/SkillsForge Portfolio

As part of the PhD training you will develop a whole range of skills, some completely new and some building on your past experience. These skills will include both subject, or even project, specific skills as well as generic skills that can be exploited in many situations. It is important that these are recognised, both by yourself and future employers, so you will build up a portfolio of evidence over your whole time as a graduate student that contains both a list of the various activites attended and your personal reflection on the skill level attained. The Doctoral Skills courses 1, 2 and 3 have been tailored for Physics PG students and are taken in the first, second and third year of a PhD, respectively. They form part of the progression criteria to proceed through the PhD.

The Doctoral Skills courses can be found on the Warwick SkillsForge platform. You will also find submission deadlines for these tasks and reviewer information in the following link Submission Deadlines and Important Dates (warwick.ac.uk)

There, you should perform a Development Needs Analysis (DNA) to identify your strengths and areas requiring further development, both with respect to your specific research project and a more general development of your skills.

It is not expected that material you submit (apart from the webpage) will be generally available. It will be primarily be used to monitor progress and help develop your skills.

You will need to continually update your SkillsForge Portfolio by adding details of all your training activities, to show the time spent and what you got out of them. These may include:

• academic courses, workshops, summer schools, conferences etc.
• on the job training from supervisor or postdocs - experimental/theoretical techniques
• generic skills courses e.g. IT, presentation, time management

At the time of the 1st year progress report your SkillsForge Training Portfolio will also be reviewed. Subsequent reviews will take place with the annual progress reports in the Autumn Term.

Progress Report

After approximately six months students will prepare a report that demonstrates their understanding of the field of study and that they have made a reasonable start to the specific project. This exercise is designed to help students focus on where their work is leading and put it context, as well as practice preparing a substantial scientific report: some of the material may well form the basis of the introductory chapters in the final thesis or serve as a useful reference during the remainder of the training period.

Preparing the report is an integral part of the PhD training programme, so students and their supervisors will need to agree on a working schedule that both allows the student time to complete the report yet does not interfere with the ongoing programme of research. As most of the background reading and data analysis should be completed during the normal course of research, the additional time required to write the report should be approximately one week of full time effort. A 1st year research report is to be submitted by the date requested . It should:

• review the chosen project field, putting the work in context of the published literature
• detail the research methodology being used
• report how the research work is beginning, including results obtained and problems encountered
• discuss the implications of any results obtained, how they relate to previous work and comment on any anomalies. If the project has not reached the stage of generating significant amounts of data, more emphasis will need to be placed on the relevant design/building/theoretical aspects.
• show where the research is expected to lead in the next 2 years (1 page)
• briefly review the 5 key texts. For each, summarise the main content of the text and describe its relevance and importance to the work in your project (0.5 to 1 page each). It is expected that these texts will also appear in the main body of the report as sources/references.

Give details on how much of your Doctoral Skills 1 work you have completed and any Transferable Skills modules you have enrolled on.

• Include any MPAGS modules (or approved alternatives) you have completed.

The report should be approximately 5000 words, in addition to the 5 pages of key text reviews.

You should submit your report to your feedback supervisor by email, copying [email protected] , by 08/04/2024

Progress Interview

After the report has been independently assessed by the feedback supervisor and the Director of Graduate Studies, an interview will be scheduled to discuss progress. This will take place from the 2nd week in May 2024 . You will be informed individually of the exact date. Your performance to date, as evidenced by the report and the interview, will be graded as “Satisfactory” or “Not Satisfactory”. Students graded “Not Satisfactory” will be required to complete further tasks, the outcome of which will determine whether they can proceed to the second year of the PhD.

After receiving a "Satisfactory" you should upload your Progress Report along with your feedback to SkillsForge .

Departmental Colloquia and Research Group Seminars

Physics Colloquia are open to the whole department are held each fortnight during full term, on Wednesday starting at 4:30pm in PLT. These aim to bring a wide variety of cutting edge research from high profile speakers to the attention of a general audience of physicists. The level is suitable for all staff, postgraduates and final year MPhys students.

In addition, the various research groups have their own seminars .

Attendance at these colloquia and seminars is compulsory for all PhD students as part of their general training programme.

Conference Presentations

PhD students will normally attend at least one UK and one international conference during their training period. This will give you experience of presenting your own work and meeting the experts in your particular field. The Department has allocated certain funds for each student to pay for the registration and travel expenses. There are other sources of funds for students who want to go to more conferences, especially if presenting a paper: look to your research group's grant portfolio, ask the conference organisers to waive the registration fee, apply to the Institute of Physics or other charities

Students already holding an MSc

Students who hold an MSc qualification directly relevant to their research area may be exempt from some parts of the above programme. The training requirement for these students will be decided by the Director of Graduate Studies in consultation with the PhD supervisor. In all cases PhD students will be required to undertake the directed reading course and produce the first year report as detailed above.

Progression

On the basis of all the evidence of achievement to date the Head of Department will decide whether a student can continue into the second year with a PhD registration. In cases where progression is not allowed students may be allowed to write up their work for an MSc or be asked to withdraw. The student will be informed of this decision before the end of the Summer Term.

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1st Year Report & Formal Registration for the PhD Degree

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Formal Registration for the PhD Degree:  First Year Report

You will be required to present a First Year Report for assessment by two assessors appointed by the Degree Committee during your third term of research.   The assessors’ reports will be the basis upon which the Degree Committee will recommend your formal registration for the PhD degree to the Board of Graduate Studies.

The First Year Report is required as evidence of your ability to prepare a piece of extended writing, while also providing the two assessors with sufficient information to form a judgement about the likelihood of successful completion.  The assessors need to be satisfied that the work is feasible as a PhD and that it is progressing at an appropriate rate which can be brought to a successful conclusion within a three year period.  You will be required to undertake an oral assessment which will take about an hour (this usually takes place in June if you are an October starter) with at least two assessors, neither of whom will be your supervisor.  A report will be made by the assessors on:  i) the outcome of the assessment, ii) their recommendation on registration and progression and iii) any feedback they wish to provide to you and your supervisor.

What to Submit:

You will need to submit your First Year Report electronically via Moodle as well as your signed Logbook by the end of May if you are an October starter.  The submission deadline will be reminded nearer the time via email.

Word Length

10,000 words.  You may submit a longer report if your supervisor recommends this. Documents and catalogues may be submitted as appendices up to a word limit of 5,000 words. It should be stressed that appendices should never be a means to increase the overall word limit of the documentation. Rather, they should be used only if strictly necessary in order to introduce supporting material integral to the paper.

Please discuss this with your Supervisor.  The following content is recommended, though the exact content and form of the Report, as well as how you organise and present the material, will depend on the nature of your individual research, and on what you and your Supervisor decide will be most beneficial to your personal progress:

• A description of the general area of your research, explaining why the work is being undertaken and its potential significance.
• An outline of the specific research focus and methodology.
• A programme or timetable showing the main phases of the research and the timescale within which you plan to undertake them.
• The issues that the research will seek to explore or answer – including a summary of the objectives, and the research questions that you will investigate.
• A review of the literature you have already read, setting out your understanding of past and current work in the subject area both here and abroad.
• An outline of the research methods and sources of evidence or data that you anticipate using; the means by which you will inspect and/or acquire this evidence or data; and the analysis to which you will subject it. This may include fieldwork, archival work, technical investigations, case studies, interviews, or surveys, and should identify how you will gain the necessary access and permissions, including problems that may arise and how you will deal with them.
• A brief description of what you expect to find and its impact on scholarship including, if appropriate, who is likely to benefit from your work and how.
• You may wish to submit a draft chapter.
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Deadlines and format

If you were admitted to a doctoral research programme in this Faculty from October 2013 onwards, you will undergo a probationary review (formal assessment of progress and recommendation regarding registration) towards the end of your probationary period.

Your department will specify a format for your progress report and the deadline by which it is to be submitted (N.B. the details in your Department may vary slightly from the process set out here - please refer to your department's postgraduate handbook or webpages for the definitive version ).

The current report word limits and submission deadlines are:

The report deadline for students registered on the EPSRC CDTs in Automated Chemical Synthesis Enabled by Digital Molecular Technologies (SynTech) and Nuclear Energy Futures is 1 September, irrespective of the Department they are in. BBSRC DTP students joining us in ET and those registered on the EPSRC CDT in Aerosol Science are normally treated as ET starters to the Faculty for the purposes of report deadline; if you are unclear what your deadline is please contact us.

Examination access arrangements

Should you wish to make a voluntary disclosure of any disability/chronic illness that might affect the conduct of your viva please complete and email us this disclosure form before you submit. We invite you to do this up to two months in advance to allow us time to consult with the DRC and make appropriate access arrangements - you do not have to wait until you are ready to submit your report.

How to submit

Your report should be submitted onto the Moodle course 'Degree Committee Student Submissions'. P lease refer to your department's postgraduate handbook for any additional requirements. You can find a guide for using Moodle to upload your report: Moodle student guide . Please submit the following items:

• your report as a single  .pdf file - don't forget to put your name and the title on the front page! Please name your report file in the format of [Surname]_[FirstName]_Report  
• a Probationary Review Declaration & Certificate of Submission saved as a .pdf with the naming format of [Surname]_[FirstName]_Certificate. The certificate confirms that:
• you understand the procedure set out on this website
• have familiarised yourself with the University's rules for good practice in academic writing - this is very important and breaches of these rules are taken very seriously
• the work is all your own except as acknowledged in the report
• it does not exceed the word limit. Please do not exceed the word limit - if you do, it is likely that your report will be returned to you for revision.
• a completed coronavirus Research Impact Statement form saved as a .pdf with the naming format of [Surname]_[FirstName]_CoronavirusImpact. The purpose of the statement is to allow you to describe any restrictions or difficulties encountered in undertaking your research as a result of COVID-19 and to detail any adjustments that were put in place. Your assessors will take into account the impact of the disruption when assessing your first year report, but the academic standards for progression to the PhD degree remain unchanged. Submission of a Research Impact Statement is optional, although the Department of Chemistry expects all their students submit the form even if the impact on your research was minimal.

You should not send your report or any other material directly to your assessors.

Help! I am not going to submit on time!

If you can't find the page you are looking for or find a broken link do let us know (please use the email link in the 'Contact us' section below).

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The Degree Committee for the Faculty of Physics & Chemistry will be closed from 5pm on Thursday 28 March 2024 and will reopen again on Tuesday 2 April 2024. Research degree theses should still be submitted by your submission deadline even if that falls over the holiday period.

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Research Tips and Infromation

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

Introduction

Summary of plan of actions before phd progress presentation meeting, presentation tips, summary of plan of actions during phd progress presentation meeting, summary of plan of actions after phd progress presentation meeting, email template to doctoral committee members for extension or modification for the work proposed, mastering the art of oral and visual presentations for phd presentations, what should be included in the one-page summary for phd doctoral committee members, how can i effectively demonstrate a software-based project during the phd progress presentation, what level of detail should i include in the background section of my presentation, how can i ensure that there are no surprises for my supervisor during the doctoral committee meeting, what types of questions can i expect from the committee members regarding my research plan, how should i respond to suggestions and feedback given by the committee members during the meeting, under which circumstances phd progress presentation can be rejected.

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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Research and response How you can help Information for students, applicants and staff

Computer Science Departmental Website

Prospective PhD Students

PostGraduate Research

Information for year 1 phd students.

The most important thing for you to do during the first year is to make solid progress on your research with your supervisor.

• The University Postgraduate Research Handbook

Supervisors and IPAP members

Liverpool doctoral college, training and progress monitoring requirements.

• Attend the Departmental and School Induction sessions (see the details above).
• Attend the School Health and Safety Induction . Please sign up for one of the Health and Safety Team's two weekly induction sessions.
• Sign up for (and attend) the workshop --> Taking ownership of your PhD . This is a one day workshop that will help you plan your own PhD, learn to make the most of the supervisory relationship and to recognise your own needs in professional development.
• Compose a timetabled three year PhD project plan (not more than two pages in length) including the aims of the project. This should be accompanied by the following form which provides additional details of the supervision. Please send the plan electronically (or provide hard copies) directly to your supervisor, IPAP members and Alison before 15th January . The two IPAP members (or their substitutes) will fill out this feedback form . This should be returned to Alison who will collect them and forward them to the student. This helps develop transferable skills such as communication skills in particular writing skills, project management and planning skills.
• In April/May you should attend the Department of Computer Science Postgraduate Workshop . This helps develop transferable skills such as communication skills, in particular listening and presentation skills, interpersonal skills, and critical thinking skills.
• the aims of the PhD project,
• summary of any relevant background research,
• a statement of any research results obtained so far,
• and a research plan.
• Following the submission of your report but before the end of June you will have a progress interview . Your supervisor will schedule the interview with with your IPAP (or their representative), to conduct the interview. Please let Alison know when this is scheduled. The panel will usually be your two IPAP members one of whom will chair the panel. Additionally your supervisor would normally come to the end of year progress interview. At the start of the progress interview, you will give a 20-25 minute presentation explaining the context of your research, what has been accomplished, and your research plan. At the progress interview, you will discuss your report, the research completed, your progress and future research plans. The completion of training and DNA may also be discussed during the interview. The members of the panel (i.e. usually the two IPAP members) will fill out this feedback form. This should be returned to Alison. (Alison will return pages 1-2 of this form to you, and the form will also be forwarded to the progress committee if progress is not satisfactory.) This helps develop transferable skills such as communication skills, in particular listening and presentation skills, interpersonal skills, the ability to learn and adapt and critical thinking skills.
• In June , you will be asked to complete an Annual Progress Report (APR) via Spider/Tulip. This should be completed by all students regardless of start date. Your completed training, picked up by the system, is listed in a box on the report. Following this is a box entitled "any other training courses that are not mentioned above". If you have done all of the relevant things for your year but they are not listed in the box please give details. If you haven't completed the expected training, explain why and say when you will complete it otherwise your form will be returned to you. When you have completed this, it will be passed electronically to your supervisor, the DDPR, and the Research Student Administration. This helps develop transferable skills such as working to deadlines.
• If the IPAP reports are positive we will recommend your PhD registration be continued. If your progress is deemed not to be satisfactory the Departmental Progress Committee will discuss and review your progress and may suggest some remedial measures or give you a chance to improve and repeating the End of Year Report and Interview. If this is still unsatisfactory your registration be changed to MPhil or terminated altogether.

Training Credits for Year 1.

• Departmental Training
• Attend the Departmental Induction
• Attend Postgraduate Workshop CSCR003
• Attend Departmental Research Seminars
• School Training
• Attend the School Induction
• Attend the School Health and Safety Induction
• PhD Plan ECSR011
• Doctoral Training School Seminars ECSR014
• First-Year Report ECSR012
• First-Year Viva and Presentation ECSR013
• Research Integrity
• University Training
• Attend Taking Ownership of your PhD Workshop
• Attend Professional Conduct Workshop
• Annual Progression Requirements PDRR001

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