Golden rules PhD program

How to be a good supervisor?

• Be aware that all PhD candidates are different, all with their own individual stories, culture, competences, and needs.
• Learn what your PhD candidate needs and expects from you and adapt to the PhD candidate. In addition, let the PhD know what you expect of him/her.
• Ensure that you come to a joint view with the team of supervisors and the candidate on the process.

How to be a good PhD candidate?

• Be aware that all supervisors are unique human beings with their own strengths and weaknesses.
• You will need to adjust to certain ways of behaving and,  if something bothers you, address it - have a conversation about it.
• Communicate clearly and on time about your needs and expectations. Make sure you are aware what your supervisor expects of you and what they can add to your PhD trajectory.

How to be a good Graduate School?

• Be aware of the support that PhDs and supervisors need.
• Support, advise, and inform PhD candidates and supervisors about the formal processes, such as the PhD regulations.
• Be mindful of the wellbeing and progress of the PhD candidate and keep conversations with the PhD candidate confidential.

Useful links:

• Masterclass for supervisors (staff)
   

How to be a good supervisor?

• Be aware that doing a PhD is a lengthy process that requires your long-term commitment.
• PhD candidates need to feel that you care about the project's progress and outcome.
• Ask yourself in what way you are also involved in this journey and what you can do to give the candidate the necessary support.
• An indication of the amount of supervision time a fulltime PhD candidate should receive, lies between 40-80 hours per year.

How to be a good PhD candidate?

• Be aware that the PhD journey will be lengthy and not always easy, and that your initial motivation can be hard to maintain.
• If things are tough, don't despair. Try to find out what the cause is of your lack of motivation.  It's a phase most PhD candidates go through.
• Carry on and talk to your colleagues, fellow PhDs, supervisors and/or the PhD coordinator and/or the PhD psychologist. 
• Make sure that you get to know your strengths and weaknesses and use/address them as needed.

How to be a good Graduate School?

• Be accessible and reach out to PhD candidates who you know are struggling with their motivation and or progress.
• Listen, communicate and don't judge.
• Offer information and support. 

Useful links:

• PhD Peer Support Groups
• Research Support Team TSB
• PhD psychologist

How to be a good supervisor?

• Be aware that your regular availability is key to the success of the project.
• As part of your responsibility as a supervisor, you are to take initiative in planning regular supervision meetings.
• You are expected to, in general, be sufficiently available to the PhD candidate in a way that is mutually beneficial, as well as professional.

• You should consider that, due to professional circumstances, individual PhD candidates may have different needs/restrictions, e.g. in terms of meeting hours.

   

How to be a good PhD candidate?

• Be aware that the success of your project is a joint responsibility.
• Make sure that you take the time to get to know your project as much as possible.
• Be aware that it is your PhD project and it is also your responsibility to arrange meetings with your supervisor.
• Be well prepared when meeting with your supervisor and ensure that your supervisor can be prepared too.
• Make sure that you get the time you need from your supervisor while being aware of his/her time constraints.

How to be a good Graduate School?

• Be available whenever a PhD candidate or supervisor seeks your help and assistance.
• Respond (within 3 working days) to 
  email or requests via other means of communication.
• Plan a yearly meeting with every PhD candidate, to check their wellbeing  and progress.

Useful links:

Make an appointment with a PhD coordinator of TSB:

• Stephanie Staats
• Wilma Paffen

How to be a good supervisor?

• Be aware that the (perception of) research progress should be addressed. It is crucial to be open about your expectation from each other.
• Doing research is, by definition, charting unknown territory. Thus, it is unavoidable that the research evolves, including the supervisor’s view of what the next step(s) should be. Be honest about this and show ownership of your changing views.
• Remember what you say and advise.

How to be a good PhD candidate?

• Be aware that being honest about your progress and your expectations is key to the success of your project.
• Use wisdom and tact to address possible issues. Be clear and honest about your research progress and struggles.
• For instance, prepare the meeting with your supervisor(s) by sending him/her a list of discussion points beforehand. Use the meeting with your supervisor to clarify your research problems. Make notes of the discussion and what next steps to take.
• Verify with your supervisors that you are interpreting their feedback the right way.

How to be a good Graduate School?

• Be an advocate of the PhD regulations.
• Discuss the training and supervision plan with the candidate PhD.
• Make sure the candidate and the supervisor know, what is expected of them.
• Refer the candidate and the supervisor to the right channels if you do not know the answer to their question(s).

Useful links:

• PhD regulations
• Checklist to clarify supervisor and PhD student expectations

How to be a good supervisor?

• Be aware that realistic planning is essential for a PhD candidate.
• Obviously, the plan and planning will change during the course of the project. Be prepared for a change by thinking about a plan B when the original plan needs revision. Set short term goals and celebrate the successes with the PhD candidate. Make certain that the PhD candidate knows what in terms of thesis content is sufficient to graduate.

How to be a good PhD candidate?

• Be aware that planning is one of the harder things to do in research and that the original plan is almost certainly going to change.
• Keep track of the time you spend on a particular issue. On a regular basis, discuss this with your supervisor and what next steps to take. Discuss short term goals with your supervisor and celebrate your success together.

How to be a good Graduate School?

• Be a guide and touchstone when it comes to planning a PhD trajectory.
• Guide a supervisor and a candidate through all the different phases of the trajectory. 

How to be a good supervisor?

• Be aware that for any professional relationship to work, feedback must be a two-way exchange.
• You should expect feedback from the PhD candidate just as the latter expects it from you. Be open to the feedback you receive and take it seriously. If no feedback is given, ask for it. You are encouraged to do so a couple of times a year, but in any case, during the yearly progress interview with the PhD candidate. Remember that your reaction on the feedback will have an impact on the openness of your discussions with the PhD candidate.

How to be a good PhD candidate?

• Be aware that receiving feedback is very helpful for your progress.
• Keep in mind that feedback is meant to help you and is not targeted against you as a person. Feedback is needed to advance your project. If it is not forthcoming, ask for it and use the feedback to your best advantage. Don’t be afraid to ask for feedback in an early stage, this prevents you and your supervisor from going in separate directions. If you experience the feedback as unhelpful, reflect on it for a while (with others) and discuss it with your supervisor in a professional and inoffensive way. When your supervisor has helped you or has been complimentary, show your appreciation.

How to be a good Graduate School?

• Be pro-active in asking for feedback.
• Hold evaluation meetings with every candidate at the end of their PhD trajectory. Reflect on their time as a PhD candidate and write down the most important remarks. Learn from their experiences and improve existing policies whenever necessary.

How to be a good supervisor?

• Be aware that a PhD candidate needs regular feedback that must be professional, objective, constructive, and balanced.
• Feedback may have a large (emotional) impact on the PhD candidate, thus you should be cautious in choosing where and when to give feedback, especially when the feedback is person-oriented and would not benefit others.
• You should be aware of the cultural/ethnic/gender/etc. variation in the research group and should employ language that is inclusive and not hurtful to people with different backgrounds and traditions.
• Positive feedback is as important as critical comments.

How to be a good PhD candidate?

• Be aware that feedback on supervision can always be helpful.
• Supervising a PhD candidate is a hard job. You can help your supervisors by giving open feedback about their supervision, always with respect and consideration.
• Ask your supervisors for feedback on the contents of your work and the PhD process in general. Anyone who receives feedback benefits from active listening to the feedback, ask for examples and context. Thank the supervisor for the information and think about it. Finally..., do something with the feedback. 

How to be a good Graduate School?

• Be a sounding board to PhD candidates and their supervisors.
• Encourage candidates to discuss with their supervisor what he/she needs and expects of their supervisors and vice versa.

How to be a good supervisor?

• Be aware that as a supervisor you are a role model for the PhD candidate, and should set a good example in terms of stress management.
• Be aware that your (potentially unhealthy) work attitudes are easily seen as a professional standard. Stimulate the PhD candidates to take breaks.
• Be aware that the PhD candidate’s personal life story can affect their work.

How to be a good PhD candidate?

• Be aware that your life involves more than your work.
• Manage your stress level and respect your boundaries. Also talk to your colleagues and peers about their struggles with doing research, sharing the same experience helps to manage the difficulties of life as a PhD candidate. Maintain the communication with your supervisor and remember that your supervisor has followed the same path before you and can also help you to put things in perspective.

How to be a good Graduate School?

• Be a calm person to talk to and point out to direct PhD candidates what skills and knowledge they can obtain to handle and/or avoid stressors.

Useful links: 

HR courses (for internal candidates): 

• Mindfulness
• Work-Life-Balance
• Time Management
• Confident communication - for PhD candidates

How to be a good supervisor?

• Be aware that a PhD candidate might need stimulation to think about his/her career after graduation.
• Many PhD candidates do not think much about their next career step before their last year, many of them know much about what comes after the PhD, especially outside academia.
• Having no prospects for future career development triggers and increases stress. Thus, it is very important to timely discuss possible career paths with your PhD candidate. Make your professional network available to your PhD candidates and help them find their way.

How to be a good PhD candidate?

• Be aware that you need to think about your career after graduation.
• Spend some dedicated time on this issue already in your 2nd year, to find out what you like in your job, and what you could do to find out what work environment suits you.
• Your supervisor, who is the person who knows you the best professionally, can advise you. Work on your network. Let the outside world know who you are. Don’t underestimate the time this takes. Make use of the alumni network - of which you will become a part. Ask your supervisor(s) to introduce you to his/her network. 

How to be a good Graduate School?

• Be aware that PhD candidates need (practical) help with their orientation on the labour market.
• Point out training opportunities and possibilities for career guidance.
• Keep track of career paths of former PhD candidates and stimulate their interaction. For example by offering opportunities where they can meet former PhDs of TSB.

Useful links: 

• LinkedIn group current and former PhD candidates