Guidelines for PhD Students Changing Labs

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Changing labs during your PhD can be challenging. Still, with careful planning, clear communication, and a solid support network, the transition can lead to a better research environment and improved well‐being. These guidelines summarize insights from recent experiences and provide a roadmap to help you navigate the process.

1. Before you decide: Self-assessment & preparation

Evaluate your current situation

  • Reasons to consider changing labs:
    • Incompatible supervision style, communication issues, or poor lab atmosphere.
    • Mismatch in research topics or a need to shift focus/methods.
    • Funding/resource issues (e.g., lab closing).
  • Consider the impact:
    • Expect potential changes in your project scope:
      • Complete restart: In many cases, you might need to reorient your research and start in a new field.
      • Methodological changes: Even within the same field, your research approach could differ.

Plan your timeline

  • Early planning is key:
    • Lab changes can take several months to up to half a year.
    • Start exploring alternative options as soon as possible—even if you are only contemplating the change.
  • Before or after the candidacy exam?
    • EDOC examines every situation case by case and does not give general recommendations concerning candidacy timing; however:
    • If the ongoing issue cannot be resolved, it is better to seek help and consider changing labs as soon as possible, regardless of the proposed candidacy date. Candidacy date can be postponed if the student changes labs within their first year.
    • Important factor: EPFL clock does not reset – consider that the current maximum is 6 years since your first day of the original contract. Thus, the duration of the PhD period could be a limiting factor when deciding at what point one should transfer labs.

2. Finding and evaluating a new lab

Identify your priorities

  • Scientific expertise & research fit:
    • Does the lab’s expertise align with your research interests?
  • Supervision style & lab atmosphere:
    • Have you had previous interactions with the PI? This can help you gauge compatibility.
  • Project and methodological alignment:
    • Are you prepared for a potential shift in your research approach?

Outreach strategy

  • Contact multiple PIs:
    • Make a list of at least 5-10 relevant labs.
    • Email as many potential new labs as possible. Early, broad outreach ensures you’re not waiting on one response before exploring other opportunities.
  • Interview and visit:
    • Arrange interviews or meetings with potential PIs.
    • To prepare for interviews, students can reach out to social consultations and book an appointment for a practice run/mock interview.
    • Speak with current lab members to get a realistic picture of the lab environment.

3. The process of changing labs

Communication

  • Inform your current supervisor:
    • If not already discussed, you will eventually need to tell your PI that you intend to change labs – keep this communication professional! The exact timing will depend on your individual situation and should be considered carefully. It is beneficial to have tangible offers from a new lab already, as your PI might decide to terminate your contract early upon learning of your intentions to change labs.
    • Don’t expect a lot of support from your previous PI; you will need to take charge of your lab change.
  • Leverage your support network:
    • Mentors & peers: Many students found valuable advice by speaking with mentors and those who had previously switched labs.
    • University resources: Program directors, administrative coordinators, EDOC representatives, and HR can provide guidance.
    • Mental health support: Recognize that the process may impact mental health. Don’t hesitate to contact a psychiatrist or occupational health practitioner if needed. There are also various resources available at EPFL, such as the Trust and Support Network and the Peer2Peer Counselling Team, which offer support.
    • Family & friends: You don’t have to face a lab transfer alone. Your family and friends are there to support you. Most PhDs who had to change labs also found support in other lab members.

Document every step

  • Written agreements:
    • Secure legal or written confirmation on:
      • Salary continuation and funding.
      • Maintenance of your student status.
      • Clear delegation of supervision.
        • For example, clarify that your previous PI no longer is your thesis director and that they will not be involved in your final thesis (unless you want them to): “I would like to confirm that Prof. XXX will not be involved in the writing, proofreading, submission, and approval for my PhD thesis, and Prof. XXX is not at all required to be a member of or in any way involved in the committee for my private PhD thesis defense.”
      • Adjustments to your research project.
  • Timely communication:
    • Maintain regular contact with all involved parties (new lab, old lab, program representatives) to keep everyone informed.

4. Flowchart

5. Key tips for success

  • Start early & be persistent: Don’t wait for one option to succeed—reach out broadly.
  • Get it in writing: Written agreements protect your rights and clarify expectations.
  • Plan your announcement: Secure a new lab before formally announcing your decision to your PhD program director (remember the typical 3-month window).
  • Network and seek guidance: Engage with previous lab-changers, mentors, and university resources.
  • Look after your well-being: Recognize that the process may be stressful. Prioritize mental health and seek professional support if necessary.

6. Final considerations

  • University guidelines: Currently, EPFL and other doctoral schools might not provide clear guidelines. This document is meant to fill that gap.
  • Anticipate changes: Understand that switching labs almost always leads to a change in project direction—prepare mentally and academically for a new challenge.

By following these guidelines, you can navigate the lab change process more smoothly and with a clear plan of action in place. Remember, persistence, clear communication, and a supportive network are your best tools during this transition.

7. Useful resources

Doctoral programs administrative assistants:

Lab Transfer Map

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