Visualising the Degree: A PhD Calendar
The Early Phase: Provisional Registration
Dr Frances Kelly (2003), Doctoral Programme, Student Learning Centre, The University of Auckland
Based on the PhD Calendar by Stella Clark and Richard James, The University of Melbourne (2002) Reviewed by Board of Graduate Studies September 2010
Start
Developing your topic
Keep your work on track by setting yourself achievable tasks and goals
Report / Take stock
The Final Phase
Give sections to
supervisor/s
Report / Take stock
The Mid Phase
Get supervision off the ground Submit full research proposal
Navigate the literature review Start writing
Apply to Ethics Committee Develop particular skills
Give a seminar or conference paper Collect and organise data
Keep writing Maintain contact with supervisor/s
Plan a submission date
Editing Hand in the penultimate draft
Submit thesis
Publish articles
Prepare for the oral examination
Supervising a PhD: Supervisor’s Calendar
Pre-enrolment Start The Early Phase: Provisional Registration
Barbara Grant (2003), CAD, The University of Auckland
Based on the PhD Calendar by Stella Clark and Richard James
The University of Melbourne (2002)
Start
Keep your work on track by setting yourself achievable tasks and goals
Notes
1
Download Checklist for Staff from https://www.auckland.ac.nz/en/for/current-students/cs-
current-pg/cs-current-pg-policies/cs-pg-supervision-tools.html.
2
PhD Development Guide is sent by the Graduate Centre to students and supervisors at
time of registration.
3
Doctoral Provisional Year Review Form may be downloaded from
http://www.auckland.ac.nz/uoa/cs-doctoral-forms.
4
DOC6 may be downloaded from http://www.auckland.ac.nz/uoa/cs-doctoral-forms.
5
Under PBRF, most of the funding for research students is dependent on successful
completion.
6
Doctoral Annual Reports are sent to students, supervisors and departmental administrators by
the Graduate Centre on the anniversary of registration.
7
Refer to the Guide to Theses and Dissertations distributed by the Graduate Centre or download
it from http://www.auckland.ac.nz/uoa/cs-doc-theses-dissertations.
8
The DOC3 Nomination form may be downloaded from http://www.auckland.ac.nz/uoa/cs-
doctoral-forms.
9
Refer to the relevant Statute for guidelines on the responsibilities of the supervisor in thesis
examination
Approved by Board of Graduate Studies October 2010
Last updated 21.07.14
Deciding to supervise:
- meet student several times (in person,
by Skype/videoconference)
- discuss their previous work
- read previous theses/publications
- student develops preliminary research
proposal (length varies by dept)
Establish agreement for supervision
including role of other supervisor1
(set additional goals for provisional year)
Set up overall timeframe for thesis with
student:
Min 3yrs (full-time) / 6yrs (part time)
Max 4yrs (full-time) / 8yrs (part time)
Negotiate authorship and IP issues
Ethics Approvals: assist
student and sign off
application
Discuss Doctoral
Supervision Development
Guide with student by 6
months2
Receive full research
proposal and forward to
Departmental Committee
Give feedback on draft
chapters
Maintain regular contact, monitor progress
Complete
Doctoral
Provisional
Year Review Form3
- review provisional goals
- set further goals
-extend provisional
registration
or confirm full registration
End of 1
st
year
The Mid Phase
Maintain regular contact, monitor progress
Give feedback on
draft chapters
Changes to registration needed?
Use DOC6 Change of Conditions
form4
- supervisors, suspensions,
absence, part-time/full-time
registration
Study leave for supervisor
pending? Make arrangements
for supervision cover
Student disappears?
- actively follow up; if no response,
let Graduate Centre know5
Advise student of upcoming
conferences and sign off PReSS
account request
Give feedback on
draft chaptersSupervision difficulties?
- address directly with student
- document issues and strategies
tried
- if unsuccessful go to dept Grad
Adviser, Graduate Centre for
advice
Doctoral Annual Report6
- fill out every year from
now on
- review goals/set goals
- continue registration
with/without conditions
Give feedback on
draft chapters
Read penultimate draft – give full feedback
on thesis as a whole (ensure supervisor
and/or co-supervisor are available at this time)
Advise student on readiness of thesis for
submission
Advise student of protocol for submission
7
Apply for extension if needed.
Use DOC6 Change of Conditions
form4
Nominate examiners using
DOC3 Nomination Form8
Submission
Read examiners’ reports and make
response9
Attend oral examination if invited by
student
The Final Phase