After passing the candidacy exam, doctoral candidates must meet their thesis director (and co director if applicable) once a year to fill out an annual report. This is a good opportunity for the students to receive official feedback from their advisors. The information is entered in an online form that must be filled out first by the student, then by his/her director (and co director if applicable). A confidential meeting between the mentor and mentee is a mandatory element of the annual report. The online tool will generate and send the final report in a PDF document.
In EDIC, it is due by October 30, every year.
The annual reports are reviewed by the EDIC Program Committee to make sure that all doctoral students are making satisfactory academic progress. A mid-term evaluation is required six months later for those who failed to get a satisfactory grade in the annual evaluation (April 30, every year).
Doctoral students starting their second year and those who are within three months of defending their thesis are exempt from filling an annual report.
Good to know
The WF below highlights the steps required, we strongly encourage you to plan the meetings with your thesis director (co-director if applicable) and your mentor ahead of time, to insure that your annual report is finished by the requested deadline.
Please, carefully read the specific paragraphs below, and the other parties FYI.
Access to the online tool: link sent to PhD candidate by your doctoral program months prior to deadline
Connection: with your GASPAR account
ANNUAL REPORT’S PROCESS
In the online Annual Report tool, you are requested to fill in 3 sections with:
- your basic information;
- your research progress:
- and a self-assessment of your progress: this section is completed separately by you and your thesis director (and co-director if applicable), then discussed during the annual meeting (collaborative review)
Please note that the content you fill in is not confidential and will be available to all parties after the independent self-assessment and once the process is completed.
You will also discuss this report with your mentor in a confidential face-to-face meeting. You’re responsible to organize this meeting.
The report will be sent to the director of your doctoral program for verification if:
- it is rated as: Need some improvement or Unsatisfactory;
- you disagree with the content of the report.
And if the report is rated as Unsatisfactory or you disagree with the content, a meeting will be arranged with the program Director.
At the end of the process, everyone involved in the report, including the mentor in blind copy, will receive a PDF version by email.
Please note that the information is not stored in the online tool.
ANNUAL REPORT’S DEADLINES
In late August of each year, you will receive an email from your doctoral program to start the annual report process. The task requires several steps, so please start to filling it as soon as possible. The annual report in EDIC is due by October 30 every year. We strongly encourage you to plan the meetings with your thesis director (co-director if applicable) and your mentor ahead of time, to insure that your annual report is finished by the requested deadline.
Should you have any questions:
- on how the tool works, please consult the help page
- on the annual report process, please contact your doctoral program: [email protected]
ANNUAL REPORT’S PROCESS
A notification to write the report will be sent by the program administrative assistant to the doctoral candidate a couple of months prior to due date so that the process can be completed on schedule
Once your doctoral candidate completed the annual report, you will be requested by email to connect to the online tool to review the information provided and complete your progress evaluation.
Please note that the content you fill in is not confidential and will be available to all parties after the independent self-assessment and once the process is completed.
You will then be asked by email to arrange a face-to-face meeting with your doctoral candidate (and the co-director if applicable) to review the information, discuss goals achieved and planned, and evaluate overall progress.
During this collaborative review, you, as thesis director, will be able to access the content to be edited and completed.
A confidential meeting between mentor and mentee is a mandatory element of the annual report.
The report will be sent to the director of your doctoral program for verification if:
- it is rated as: Need some improvement or Unsatisfactory;
- the doctoral candidate disagrees with the content of the report.
And if the report is rated as Unsatisfactory or the doctoral candidate disagrees with the content, a meeting will be held in order to seek appropriate measures to resolve possible problems and conflicts.
At the end of the process, everyone involved will receive a PDF version of the report by email.
Please note that the information is not stored in the online tool.
ANNUAL REPORT’S DEADLINES
The annual report is due by October 30 of each year
Should you have any questions:
- on how the tool works, please consult the help page
- on the annual report process, please contact your doctoral program: [email protected]
ANNUAL REPORT’S PROCESS
A confidential meeting between the mentor and mentee is a mandatory element of the annual report. The doctoral candidate is responsible to organize this meeting early enough so that the process can be completed on schedule.
The following themes could be discussed:
- Advancing as a researcher (what has gone well, less well, how to improve,goal setting, which resources are needed, …)
- Facets of career-building (contributions to the community, conferences, awards, networking opportunities, participating in possible soft skill courses on writing, communicating, managing, spin-off training, …)
- Work-life balance
- Communication (within the laboratory, with the thesis director and other lab members, matching expectations in terms of progress and future goals, …)
- Life after the PhD (what kind of career options are there and how to explore them, …)
Please connect to the online tool, check your “Tasks to do” and “Proceed” to the form to confirm that the meeting has taken place.
At the end of the process, everyone involved will receive a PDF version of the report by email.
Please note that the information is not stored in the online tool
ANNUAL REPORT’S DEADLINES
The annual report is due by October 30 of each year
The process must be completed in approximately 8 weeks.
Should you have any questions:
- on how the tool works, please consult the help page
- on the annual report process, please contact your doctoral program: [email protected]
ANNUAL REPORT’S PROCESS
You will be notified by email each time:
- an annual report of a doctoral candidate in your program is rated as: Need some improvement or Unsatisfactory;
- the doctoral candidate disagrees with the content of the report.
And if the report is rated as Unsatisfactory or the doctoral candidate disagrees with the content, a meeting will be held in order to seek appropriate measures to resolve possible problems and conflicts.
In the online tool, you will have to confirm that you have checked the annual report and you may indicate any comments you have.
You will receive a PDF copy of every report of the doctoral candidates in your program by email, and so will the people involved in the annual report and your program administrative assistant.
Please note that the information is not stored in the online tool.
Should you have any questions:
- on how the tool works, please consult the help page
- on the annual report process, please contact the Doctoral School: [email protected]