Follow-up Groups

Starting from 1 January 2021, the Faculty introduces a follow-up group trial in which a doctoral researcher who has just begun or is in an early stage in their studies is appointed a follow-up group. Assembling a follow-up group is voluntary – it can be done if both the doctoral researcher and the supervisor(s) wish to partake in the trial. Experiences are tracked for four years after which the possible continuing of the programme will be decided based on the feedback collected from the doctoral researchers, supervisors, and follow-up group members.

Purpose of the follow-up group:

Members of the follow-up group act as doctoral researcher’s mentors, support career planning, and help them to advance their research and studies as planned.
The follow-up group usually meets the doctoral researcher a total of three times during doctoral training and discusses the current situation of the dissertation research and studies as well as possible plans for the future.
The follow-up group can be of help in a possible conflict situation between a doctoral researcher and a supervisor and can contact the doctoral programme if needed.

Members of the follow-up group

The doctoral researcher and the supervisor(s) discuss possible members of the follow-up group with one another, and the supervisor asks for their consent. It is possible for two or more doctoral researchers to have the same follow-up group.
When follow-up group members have accepted the task, the supervisor sends their names and contact information to the Faculty (humpostgraduate@utu.fi).
A follow-up group must consist of at least two members, who have the necessary expertise to assess the progress of the dissertation work. At least one of the members has to be docent or have equivalent academic merits as a researcher, and at least one member has to be employed by the University of Turku or have been granted the title of docent by the University.
The one who represents the University of Turku acts as Chair of the follow-up group.
Other members can be selected, for instance, from the perspective of working life connections. Members of a follow-up group can work at e.g. research facilities, other universities, companies, in public administration, the community sector, or in other fields considered relevant in regard to the research field and future career. The Faculty recommends that at least one follow-up group member comes from outside the University of Turku. International members are also possible.
Follow-up group members have to be as unbiased as possible in relation to the supervisors and the doctoral researcher. The aim is that the follow-up group can work without the possibility of a conflict of interest.
When forming a follow-up group, it is worth paying attention to the fact that a member of the group may not act as pre-examiner, Opponent, or a member of the grading committee for the dissertation later on.
Membership in a follow-up group is an unpaid honorary task.
The work of a follow-up group and any documents related to said work (e.g. research plans) are confidential.
If necessary, follow-up group members can be changed or added on the doctoral researcher’s, the supervisor’s, or the follow-up group member’s initiative. All changes must be reported to the Faculty.
If the doctoral researcher’s study right is moved to the passive register, the responsibilities of the follow-up group members end. The coordinator of the doctoral programme notifies the follow-up group of this. A new follow-up group can be appointed upon reactivation of the doctoral researcher’s study right.

Follow-up group meetings

Follow-up group meetings take place at least in the beginning, the middle, and towards the end of the dissertation work. Members of the follow-up group agree to support the doctoral researcher for the duration of the dissertation project.
Setting up a follow-up group meeting is a responsibility of the doctoral researcher, who has to find a time that is suitable for everyone well beforehand.
A meeting can be held remotely, on Zoom or Skype for instance.
Before a follow-up group meeting, the doctoral researcher delivers an up-to-date research plan and a clarification of the progress in their research and studies as well as future plans to the follow-up group. In addition, the doctoral researcher can optionally submit their annual progress report to the group. In the follow-up group meeting, there is first a confidential discussion with the doctoral researcher, then a shorter discussion with the supervisors.
Based on the research plan, doctoral researcher’s clarification, and discussions during the meeting, the follow-up group assesses the progress in research and studies in relation to the planned schedule.
The follow-up group also examines working conditions and supervisory practices, and can make recommendations based on them.
Depending on the needs of the doctoral researcher, beneficial topics for follow-up group meetings can be, in addition to the progress in research and studies, e.g. funding opportunities, internationality, and career planning.
The Chair of the follow-up group writes a report on the meeting and sends it to the doctoral researcher and the supervisors, and uploads it to the UGIS system. In the report, the progress in research and studies is assessed in relation to what goals and schedule were set as well as the discussion of the follow-up group and the doctoral candidate.
The follow-up group can also, where necessary, make recommendations on continuing or discontinuing the work or on changes to the supervision arrangements/practices.

Instructions on Follow-Up Group Meetings

Number and nature of follow-up group meetings

A follow-up group typically has three meetings with the doctoral researcher during doctoral training in which the state of the dissertation research and studies at the time as well as future plans are discussed. In case a problematic situation arises, the doctoral researcher may contact the follow-up group in between meetings, as well.
The nature of follow-up group meetings changes depending on the stage of the doctoral training the candidate is in. In addition to tracking progress in dissertation work, each meeting can have specific goals depending on e.g. prior studies of the doctoral researcher. The work of the follow-up group and any documents related to it (e.g. research plans) are confidential.

Meeting 1 – The early stage of doctoral training / the first academic year

Before the meeting, the doctoral candidate delivers their research plan, personal postgraduate study plan, supervision plan and a possible career plan and clarification on the progress in their research and studies as well as plans for the following year to the group.
In the meeting, the participants go through the postgraduate study plan, which will then be complemented where necessary.
Members of the follow-up group give feedback on the research plan, especially from the perspective of applying for funding.
The supervision plan, supervision-related practices, and a possible need to reinforce the supervision team are discussed in the meeting.
Based on the pre-delivered clarification and a free-form oral presentation given by the doctoral researcher in the meeting, the progress in research and plans for the following year are discussed.
Additionally, career plans and how to further them are possible beneficial topics.
Among other topics are matters related to internationality, mobility, networking, and research visits.
Further meetings with the follow-up group are agreed on.
After meeting with the doctoral researcher, the follow-up group has a brief discussion on the same topics with the supervisor(s).
After the meeting, the Chair of the follow-up group writes a short report, which contains possible changes and recommendations agreed in the meeting regarding the study/research/supervision plans. The report says how the work has progressed in relation to what was planned, what recommendations there are, and what has been agreed about the future. The Chair sends the report to the doctoral researcher, the supervisor(s), and uploads it to the UGIS system.

Meeting 2 – the mid-point of doctoral training

Before the meeting, the doctoral researcher sends the follow-up group an up-to-date research plan as well as a clarification on the progress in their studies and future plans. Should there have been changes in supervision arrangements, an updated supervision plan must also be delivered.
In the meeting, the doctoral researcher presents the work they have done during the past year, the most important research results, the stage of possible joint publications and/or the thesis manuscript, goals for the following year, and if there are any changes in future plans (studies, research, career).
In this meeting at the latest, career planning should be brought up as a topic for discussion.
In addition, it should be discussed how the recommendations from the previous follow-up group meeting have been taken into account and implemented.
The meeting has an important role in analysing and finding solutions to possible problems. If dissertation research is not approximately halfway done, corrective manoeuvres should be suggested and a new meeting held.
After meeting with the doctoral researcher, the follow-up group has a brief discussion on the same topics with the supervisor(s).
After the meeting, the Chair of the follow-up group writes a short report on how the work has progressed in relation to what was planned, what recommendations have been made, and how the parties are planning to proceed. The Chair sends the report to the doctoral researcher, the supervisor(s), and uploads it to the UGIS system.

Meeting 3 – 6+ months to submitting the manuscript to pre-examination

Before the meeting, the doctoral researchersends the follow-up group a clarification on the progress in their studies and future plans and in what stage joint publications or the thesis manuscript are (if needed, joint publications/the manuscript can also be delivered).
In the meeting, the doctoral researcher presents the work they have done during the past year, the most important research results, the stage of possible joint publications and/or the thesis manuscript, the plan to finish the studies and the thesis manuscript as well as career plans after graduation.
In addition, it should be discussed how the recommendations from the previous follow-up group meeting have been taken into account and implemented.
The primary supervisor also gives the follow-up group a list of possible pre-examiners and opponents. Possible pre-examiners and opponents are discussed with both the doctoral researcher and the supervisors.
The follow-up group may wish to complement or comment on the list of examiner candidates.
After meeting with the doctoral researcher, the follow-up group has a brief discussion on the same topics with the supervisor(s).
After the meeting, the Chair of the follow-up group writes a short report on how the work has progressed in relation to what was planned, what recommendations have been made, and how the parties are planning to proceed. The follow-up group also assesses from their perspective whether the doctoral training is in a stage where defending the dissertation is possible in a year or so and states their opinion on possible pre-examiners/the Opponent. The Chair sends the report to the doctoral researcher, the supervisor(s), and uploads it to the UGIS system.