Concept of the Thesis
Advisory Committee
CEITEC PhD School
Version: October 2023
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CONTENT
Content ......................................................................................................................................... 2
1. Introduction............................................................................................................................. 3
2. TAC - STRUCTURE................................................................................................................. 4
Establishment of the TAC .............................................................................................. 4
Composition of the committee members ....................................................................... 4
3. TAC Meetings.......................................................................................................................... 5
Schedule of meetings..................................................................................................... 5
The course S5013 TAC Meeting.................................................................................... 5
Procedures of meetings ................................................................................................. 5
Before the Meeting ......................................................................................... 5
During the Meeting ......................................................................................... 6
After the Meeting ............................................................................................ 6
Types of meetings.......................................................................................................... 6
First Meeting ................................................................................................... 6
Second Meeting.............................................................................................. 7
Third Meeting.................................................................................................. 7
Follow-up Meeting(s) ...................................................................................... 7
Ad Hoc Meetings ............................................................................................ 7
4. Exceptional circumstances................................................................................................... 8
Process of amendments ................................................................................................ 8
Online Meeting............................................................................................................... 8
Ombudsperson............................................................................................................... 8
Revocation of the TAC committee ................................................................................. 8
Exchange of TAC members........................................................................................... 9
Other specific situations................................................................................................. 9
5. PhD Conference....................................................................................................................10
6. Annexes.................................................................................................................................11
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1. INTRODUCTION
The concept of the Thesis Advisory Committee (TAC) is implemented since September 2019 as a
standard tool of CEITEC PhD School to provide a comprehensive system of individual quality
assessment (IQA) of PhD candidates for the preparation of the defence. The IQA was identified as a
quality gap in doctoral studies by the International Scientific Boards of CEITEC and of Masaryk
University. Both boards, as well as PhD candidates, recognise it as a crucial issue and creating TAC as
an adequate step, which can help to solve the gap.
The concept was implemented in the annual trial mode, and after a year of operation, its functionality
was evaluated based on feedback from students and supervisors through a survey. Changes
reflecting the requirements raised in the survey are incorporated in this material.
The document aims to clearly define the whole concept of the TAC, including the structure and set up
of the TAC, processes related to the operation of the TAC, the expectations of the TAC, and the schedule
of the implementation.
The concept of the TAC has replaced the previously used system of quality assessment and progress
reporting, represented by PhD Progress Day. The concept of the TAC is complemented by the
organization of an annual CEITEC PhD School Conference, which covers the progress presentation of
advanced students.
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2. TAC - STRUCTURE
Establishment of the TAC
Every* PhD candidate enrolled in a PhD Programme under the CEITEC PhD School (Life Sciences
and Biomedical Sciences, Molecular Medicine specialization) must be supervised and mentored during
their studies by the TAC. The TAC is responsible for monitoring the student's progress and providing
external advice and support to both student and supervisor.
Setting up the TAC is the responsibility of the student, but the selection of committee members is carried
out in cooperation between the student and the supervisor. TAC members should be selected and
appointed during the first semester of study.
The proposal of TAC members approved by PhD Candidate and the supervisor must be delivered to
the PhD Studies Manager (Research and Innovation Support Department) by the end of the first
semester, and further approved by the Doctoral Board or by an authorized representative of the Doctoral
Board (typically the chair of the Doctoral Board, or Doctoral Committee respectively).
* Except for the students who started their studies before 2017, who continue in the Progress Day
system.
Composition of the committee members
The TAC should consist of three members, at least. There is no upper limit on the number of TAC
members; however, the TAC consisting of up of five members can be considered as optimal. Three TAC
members should have experience with the supervision of doctoral students**.
The TAC should include the supervisor and two members that do not come from the supervisor's
research group; at least one of them should be external - from outside of the CEITEC MU (affiliated with
other faculty of MU, other CEITEC institute, or other institution). The appointment of a specialist from
abroad is beneficial.
In specific cases, the TAC composition may vary, but the student must explain why each member should
be there, what his / her experience is and what it will bring to the student to participate in his TAC. Such
composition will be assessed individually by the chair of the Doctoral Board or Doctoral Committee
respectively.
**Anyone (internal or external) who supervises or has already supervised a PhD candidate is eligible to
be a member of the TAC.
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3. TAC MEETINGS
The TAC should convene at least three times* during the PhD candidate's career. All scheduled
meetings are mandatory and must take place in predefined periods. It is necessary to register for the
course S5013 TAC Meeting in semesters when the Meeting is planned and realized. The Meeting can
be held online (see Chapter 4.2). Initiating the organization of the meetings (both on-site or online) on
time is very important. It is the PhD candidate's responsibility to invite the TAC members, arrange TAC
meetings, and upload completed and signed TAC Assessment Reports (see Annex) to the Homework
Vaults of the course S5013.
* Except for the students who started their studies in the year 2018 or 2017, who have established the
TAC in the second or third year of study.
Schedule of meetings
Year of
Enrollment
1st
Meeting 2nd
Meeting 3rd
Meeting Follow-up
Meetings
2019 or later 2nd semester 4th – 5 th semester 7th semester 9th, 11th, etc.
2017 or 2018 N/A 4th – 5 th semester 7th semester 9th, 11th, etc.
Before 2017 TAC concept is not applicable – progress is monitored at annual Progress Days
The course S5013 TAC Meeting
Every semester the Meeting is planned and realized the PhD candidate needs to register for the
course S5013 TAC Meeting. The TAC Assessment Reports are then uploaded to the Homework
Vaults of the course S5013.
Procedures of meetings
Before the Meeting
Two weeks before every TAC meeting, the PhD candidate submits to all TAC members a written
material:
• A thesis proposal (for the 1st Meeting)
• A brief report on the project's progress (for following meetings) – the Progress Report template
can be used (see Annex)
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During the Meeting
One of the TAC members (other than the supervisor) acts as a chairperson, who summarizes
conclusions of the Meeting and finalizes the TAC Assessment Report.
The Meeting is divided into four parts.
• The PhD candidate gives a short (approximately 20 min.) presentation of his/her current
research. The presentation should avoid technical details and focus on the key points needed
to assess the project and/or for which advice is wanted. A discussion with the TAC members
follows it.
• A discussion* between the PhD candidate and the TAC without the supervisor - a discussion
about PhD candidate's satisfaction with his/her supervisor or any other sensitive topic.
• A discussion* between the entire TAC committee, without the PhD candidate. It should reveal
the satisfaction of the supervisor with the candidate.
• Final discussion - the chairperson finishes the Meeting with a summary and recommendations.
* The part of the Meeting where the supervisor or PhD candidate is not present is confidential. If the
outputs of this section are important, they should be mentioned in the report in an anonymized form.
Any potential misunderstandings should be identified and treated in time.
After the Meeting
A scan of the TAC Assessment Report, signed by PhD candidate, supervisor, and chairperson, must be
uploaded to the Homework Vaults of the course S5013 TAC Meeting within one month of the Meeting.
Types of meetings
First Meeting
The first TAC meeting takes place by the end of the second semester. Two weeks before the TAC
meeting, the PhD candidate submits a written 2 – 5-page thesis proposal, presenting the basic outline
of the project and initial results.
The TAC will assess the following criteria, which will be recorded on the TAC Assessment Report:
• Scope and the milestones of the research project
• Expected impact and opportunities of the project
• Potential risks and challenges involved in the project
• The readiness of the PhD candidate on the project (methodological skills and fundamental
knowledge)
• Overall assessment of the candidate's performance and approach to the project
The brief thesis proposal and conclusion of the Meeting are recommended to be inserted into
the IS MU as the proposal of the individual study plan (ISP) for the entire study period.
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Second Meeting
The second TAC meeting takes place between the fourth and the fifth semester and should be focused
mainly on the progress of the candidate in meeting the set objectives based on a running report prepared
by PhD candidate. An alternative project can also be considered if progress is not sufficient. Appropriate
attention must be paid to any potential risks, and explicit measures must be taken to prevent any failures.
This Meeting should also serve as a career consultancy. Career development should be monitored
further.
The TAC will assess the following criteria, which will be recorded on the TAC Assessment Report:
• Status of the Project
• Progress made
• Goals for the coming year
• Career plans
Third Meeting
The third TAC meeting takes place during the seventh semester. It aims to evaluate the readiness of
the PhD candidate to publish results, complete the research, and finish studies. The status of the project
and duties needed for completing the study should be described in the running report provided by the
PhD candidate to the TAC committee in advance. If more time for completion of the study is needed, a
detailed research plan must be submitted together with the TAC Assessment Report to specify precisely
the timing and activities required for the successful defence. The candidate's funding after the eighth
semester must be clarified.
The TAC will assess the following criteria, which will be recorded on the TAC Assessment Report:
• Status of the Project
• Progress made
• Goals for the period until completion of study/for the coming year (in case more time is needed
for completion of study)
• A tentative date for defence (year, month)
• Career plans
Follow-up Meeting(s)
The follow-up TAC meetings after the third Meeting are scheduled for every other odd semester (i.e.,
9th, 11th, etc.). During the meetings, the completeness of the research plan is checked and treated.
Ad Hoc Meetings
At any time, any involved party (TAC member, PhD candidate, supervisor) can hold personal
discussions with another party or can request additional TAC meetings.
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4. EXCEPTIONAL CIRCUMSTANCES
Process of amendments
Any necessary amendment (postponement of the TAC meeting, the addition of another TAC member,
replacement of the TAC member, etc.) must be notified to the PhD Studies Manager using the form
Amendment of the TAC Settings
Online Meeting
The TAC meeting is usually held as an on-site meeting (i.e., all parties meet at one time and in one
place); however, it can be held online. The PhD candidate is still responsible for the organization of the
Meeting and the uploading of the signed TAC Assessment Report to the Homework Vaults of the course
S5013.
• A seminar room in any of the CEITEC MU pavilions can be used for the Meeting, the contact
person for the reservation: an assistant of the relevant research group.
• AV equipment is available to be used for online meetings (portable surround microphone,
surround camera)
- equipment available at CEITEC MU - the contact person for the reservation: an assistant of
the Director's Office Barbora Mertová, barbora.mertova@ceitec.muni.cz, line 4511.
- equipment available at CIT UKB - the contact person for the reservation Mr. Šišma,
sisma@ukb.muni.cz, line 8644.
Ombudsperson
Any PhD candidate, or any member of the TAC may ask the ombudsperson to be present during the
TAC meeting, particularly in the following cases:
• Conflict of interest
• Struggling with an ethical issue
• One party feels at a disadvantage
Revocation of the TAC committee
The revocation of the TAC committee can occur by the PhD candidate's decision and the decision of
the Doctoral Board. The former TAC must be replaced by a new one as soon as possible, ideally within
one month. The process of revocation should be the last instance, and a sufficient effort to exploit
existing TAC must come first. It is not recommended to replace the TAC more than once during the
entire study. The Doctoral Board must approve the replacement.
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Exchange of TAC members
Any member of the TAC can be replaced by another, if necessary. The replacement must be announced
to the PhD Studies Manager (see 4.1) and then approved by the Doctoral Board.
Other specific situations
The solution of other specific situations can be verified in the material Frequently Asked Questions.
Furthermore, creating a platform for a comprehensive system of individual quality assessment and
support of PhD candidates was a students' initiative; therefore, the sharing of good practice among
students is expected. A key role in this activity is played by the CEITEC PhD Students Committee, which
organizes regular meetings and provides information on own website http://studentcommittee.ceitec.cz/
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5. PHD SCHOOL CONFERENCE
CEITEC PhD School Conference is organized annually in spring and helps to promote students'
competencies in presentation skills.
It is mandatory for all PhD candidates of CEITEC PhD School; supervisors and other TAC members are
also welcome.
Year of the
study
Type of participation
1st
and 2nd
Participation in the conference auditorium
3rd
Presentation of results in the form of a poster
4th
Presentation of results in the form of a lecture
5th
or higher* Presentation of results in the form of a poster
* until the application for state exam and defence is submitted
The PhD School Conference also aims to provide a regular assessment of PhD candidates' performance
by the Doctoral Boards, whose representatives also participate in the conference.
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6. ANNEXES
1. TAC Members Proposal
2. TAC Assessment Report 1
3. TAC Assessment Report 2
4. TAC Assessment Report 3
5. TAC Assessment Report 4+
6. Amendment of the TAC Settings
7. TAC Progress Report