Follow-up group

Follow-up group

• Monitors the progress of the doctoral researcher's research and studies in relation to the Doctoral Training Plan.
• Supports the doctoral researcher in advancing their studies and career plans.
• Provides constructive feedback on the research and studies.
• Monitors that the training environment and supervision are sufficient for achieving the objectives set out in the Doctoral Training Plan.
• Evaluates the Doctoral Training Plan and recommends its approval.

Requirements for the follow-up group composition and members:

1. Two members holding a doctoral degree and with expertise relevant to the doctoral research. One of these members is appointed as the chair.
2. An optional third member. This person may be either a doctoral degree holder or an expert from outside the University with a higher university degree and relevant professional experience in the field (e.g. industry, government, etc.).
3. At least one of the members must be from the University of Oulu (either employed by the University or holding the title of docent).
4. Follow-up group members:

• must not be directly involved in the research, or otherwise closely connected to the doctoral researcher.
• must not have joint publications with the doctoral researcher
• must not be a close relative or family member of the doctoral researcher or any of the supervisors (Administrative Procedure Act 28 §)

5. Supervisors cannot serve as members of the follow-up group. However, the doctoral researcher may invite their supervisor(s) to attend a follow-up group meeting.

• In the first follow-up meeting the doctoral researcher presents their Doctoral Training Plan and a summary of the goals for the following year.
• The meeting should be held during the first year of doctoral training.
• Before the meeting, the doctoral researcher submits the Doctoral Training Plan (accepted by the supervisors), together with any relevant materials to the follow-up group members.
• The Doctoral Training Plan consists of a research plan that is prepared according to the practices of the field, a Personal Study Plan (PSP), and a Career Plan. The PSP is prepared in Peppi, and the doctoral researcher presents their planned studies to the follow-up group.
• The follow-up group provides feedback on the plans and may suggest corrections. The meeting also serves as an opportunity to develop research planning skills, which are essential for a research career. In this process, the follow-up group acts as an expert panel evaluating the research plan in a manner similar to evaluation of research funding applications. The aim is to help the doctoral researcher develop the skills needed to prepare competitive funding applications.
• Following a recommendation from the follow-up group, the Doctoral Training Plan is formally approved by UniOGS. Once approved, the doctoral researcher will receive 3 ECTS credits for 920012J Doctoral Training Plan, which are recorded in the study register.

• The second follow-up meeting is held halfway through the doctoral training.
• The purpose of the meeting is to review progress and identify and address any challenges that may affect the completion of the doctoral training.
• Before the meeting, the doctoral researcher submits all required materials to the follow-up group members, including their Doctoral Training Plan, which can be updated with the permission of the supervisor, and a progress report.
• During the meeting, the doctoral researcher presents their progress and key results of their research, the current status of the articles and/or thesis manuscript, the goals for the coming year, and any possible updated made to the Doctoral Training Plan.
• The doctoral researcher should also explain how the recommendations ffrom the previous follow-up group meeting have been addressed.
• If the doctoral training has not reached the planned midpoint, the follow-up group may recommend corrective actions and schedule a new meeting to review progress at a later stage.
• If the follow-up group agrees that the doctoral training has reached the halfway point, the doctoral researcher can be given a completion mark for 920014J Midterm Report of Doctoral Training (0 ECTS credits) in the study register.

• A final follow-up meeting is held approximately one year before the defence.
• Before the meeting, the doctoral researcher submits all required materials to the follow-up group members, including their Doctoral Training Plan, which can be updated with the permission of the supervisor, and a progress report.
• During the meeting, the doctoral researcher presents their progress and key results of their research during the past year, the current status of the articles and/or thesis manuscript, the goals for the coming year, any possible updates made to the Doctoral Training Plan, a plan for completing the degree, and their career plans after graduation.
• The doctoral researcher should also report how the recommendations from the previous follow-up group meeting have been addressed.
• The follow-up group evaluates whether the doctoral training has progressed to a stage where the public defence of the doctoral thesis is expected to be possible within approximately one year. If so, a completion mark for 920007J Follow-up Group Reporting and Meetings (1 ECTS credit) is recorded in the study register.