Supervision meetings
Supervision meetings allow you to get help with your research, and for your supervisors to see how you’re doing and how to support you.
What are supervision meetings?
It’s important to know what counts as a supervision meeting. A supervision meeting happens when you and at least one of your supervisors discuss your research and progress in a dedicated time and place. You may have other types of meetings as well, such as research group meetings or more informal catch-ups.
How often should you meet?
You need to have regular meetings with your supervisors:
- Full-time students: At least 10 meetings each year, with no more than eight weeks between meetings.
- Part-time students: At least six meetings each year, with no more than 12 weeks between meetings.
Your Graduate School will check your records in GRAD to make sure you’re meeting regularly. The responsibilities of the supervisors, the PGR and the school are outlined in the Code of Practice for Research Degrees on the Postgraduate research policies and procedures page.
Recording your meetings
You must keep records of all formal supervision meetings in GRAD. Emails don’t count as meeting records. Either you or your supervisors can create the meeting records, but you both need to agree they’re correct. Make sure to write down any problems that could have affected your research or progress.
You can find guides in GRAD to help you record your meetings, and video tutorials here:
Sharing notes before a supervisory meeting
Sharing notes after a supervisory meeting
Can meetings be online?
Your supervision meetings will normally take place in person at the University. In exceptional circumstances, they may take place online if you or a supervisor is away from the University on fieldwork, or for split-site, distance-learning or other collaborative programmes. Otherwise, you'll need to attend your supervision meetings, and other activities as required for your programme, in person. This could include induction events, training courses, research-specific activity or any taught modules. Reasonable adjustments may be agreed, please contact your Graduate School if you think this will be needed.
Supervision meetings cannot happen by email, except in rare cases when you’re on fieldwork and there are no other options.
Supervision during overtime or thesis submission
If you’re in overtime or have already submitted your thesis, you should still have regular meetings with your supervisors. These meetings help keep your research on track and must also be recorded in GRAD.
If you’re on a Student Visa, you must keep meeting in person and recording supervisions to follow the visa rules.
Meeting with your DPGRS
You can meet with the DPGRS (Director of Postgraduate Research Studies) in your school at any time to talk about academic or personal concerns. You’ll also be offered a meeting with them (without your supervisors) at least once a year.
What if your supervisor changes?
Sometimes one of your supervisors might leave or be away for a long time. If this happens, your school will make sure you have someone to support you, so your progress isn’t affected. If the absence lasts more than two months, they will find a replacement. If you’re worried, talk to your Graduate School or DPGRS.