Your supervision

On this page you will find information about your supervision, including what to expect from supervision meetings, what your responsibilities are and what the responsibilities of your supervisor are (and what responsibilities are shared).

Your supervisor(s)

In most cases you will have a main supervisor and then one or more secondary supervisors, all of whom will provide you with advice and guidance throughout your time at Sussex. Your main supervisor will take the lead in the administration of your research progress. In cases of joint or co-supervision, one of your two supervisors will be responsible for taking this role.

How supervision works

You are required to submit via Sussex Direct a record of each formal meeting with your supervisor(s) – a mutually agreed summary of the key issues discussed and agreed deadlines – for both submission of work and feedback.

You should have your first meeting with your supervisory team within your first two weeks after registration. This meeting should include a discussion of the schedule of supervisory meetings and also consider your and your supervisors’ expectations of supervision.

A positive relationship with your supervisors will be a key factor in the success of your research project, and a questionnaire to ‘clarify the roles, responsibilities and expectations’ of PGRs and their supervisors can be used for this purpose.

Responsibilities

Expand the sections below to see what aspects of your research project and supervision are your responsibility, what aspects are your supervisor(s) responsibility, and what responsibilities are shared:

Your responsibilities

Your responsibilities as a PGR include:

maintaining regular contact with your main supervisor in accordance with the Policy on Research Degrees and the Attendance, Engagement and Absence Policy (see Regulations and policies)
discussing with your supervisor(s) the type of guidance and comment which will be most helpful, the expectations of supervision, and agreeing a schedule of meetings
preparing a research plan (or School equivalent) which must be approved by all your supervisors and your School's Director for PGRs; the School will state the specific requirements and timing but this must be completed at the latest by the end of six months (full-time) or twelve months (part-time) registration
keeping a record of supervisory meetings in Sussex Direct, to be confirmed by your supervisors
under the guidance of your supervisory team, planning a research project which is achievable within your maximum period of registration, and maintaining progress in line with the plan
ensuring (a joint responsibility your main supervisor) that appropriate ethical approval is obtained before research dependent upon ethical approval commences (or, where relevant, participants are recruited)
maintaining the progress of work in accordance with the stages agreed with your main supervisor, including in particular the presentation of written material as required in sufficient time to allow for comments and discussion before proceeding to the next stage
taking the initiative in raising problems or difficulties (academic or personal) which are affecting progress
providing annually (biennially for part-time PGRs), the work required by the School and a brief formal report to the Director for PGRs as part of the Formal Progression Review process
deciding when to submit the thesis, taking due account of advice from your supervisor(s), and of School requirements regarding the length, format and organisation of the thesis
agreeing your development needs via a Training Needs Analysis with your main supervisor at the outset of the programme, reviewing these on an annual basis, and attending any relevant development opportunities identified
discussing the Researcher Development Framework with your main supervisor and completing a Training Needs Analysis within 3 months of registration
taking responsibility for your own personal and professional development
being familiar with institutional regulations and policies that affect you, including the regulations for your qualification
being aware of the University’s Code of Practice for Research and adhering to the requirements and observing the principles contained therein
being aware of the University’s Open Access policies and the copyright implications of publishing your thesis in the institutional repository
If you are working in a hazardous research environment, you must take the initiative to ensure that you are competent in any relevant research techniques to be used. If you are travelling to potentially unsafe areas for fieldwork, you need to complete the University's risk assessment process and obtain University insurance accordingly.

Your main supervisor's responsibilities

Your main supervisor (normally minimum weighting 50%) will take overall responsibility for your supervision, will be available on campus (e.g. office hours) and will support your through the Formal Progression Review process, and oversee other progress monitoring and the appointment of examiners. Their responsibilities include:

beyond the introductions made via School induction, and as appropriate, introducing your to the School, its facilities and procedures, and to other PGRs and staff
maintaining regular contact with your in accordance with the Policy on Research Degrees and the Attendance, Engagement and Absence Policy (see Regulations and policies)
discussing the Researcher Development Framework with you and completing a Training Needs Analysis within 3 months of registration
agreeing a schedule of regular meetings with you in accordance with School policy, considering the expectations of supervision with you, and establishing boundaries around availability
ensuring (a joint responsibility with you) that appropriate ethical approval is obtained before research dependent upon ethical approval commences (or, where relevant, participants are recruited)
to approve the draft records of supervisory meetings via Sussex Direct
to approve your research plan (or School equivalent) and ensure that it is passed on to the Director for PGRs; the plan must be approved by the supervisor and Director for PGRs (or their nominee). Schools will have specific requirements and timing but this must be completed at the latest by the end of six months (full-time) or twelve six months (part-time) registration
to complete an annual report on your progress for consideration within the framework of the School and/or department’s Formal Progress Review procedures, for consideration by the Director for PGRs
to request written work as appropriate, and return such work with constructive feedback and within reasonable time
to give detailed advice on the necessary completion of successive stages of work so that the thesis or equivalent may be submitted within the maximum period of registration
to ensure that you are made aware of inadequate progress or standard of work in a timely way
if working in a potentially hazardous research environment, ensuring and monitoring that you possess adequate technical competence in any relevant research techniques, so that you present no undue risk to yourself, others, and/or University facilities
to identify prospective examiners
maintaining the necessary supervisory expertise
exercising sensitivity to the diverse needs of individual PGRs, including but not limited to international PGRs and those with a declared disability.

Feedback on supervision

All PGRs and supervisors are required to engage, at the mid-point of each year of registration, in a discussion regarding supervision. A record of this discussion must be made online in the same way as formal supervisions and it may be useful to return to the expectations questionnaire that is normally used at the outset of registration. You are asked to reflect on supervision, and if appropriate to share these views with your supervisors, with the aim of improving the quality and efficiency of future supervision for all involved.

More generally, if you experience any problems with your supervisory relationship, your first step should be to discuss them with your supervisor. Your supervisor may be unaware of the problems you’re experiencing and how you feel, and so discussion can help you both resolve things. If you feel there are still issues around your working relationship that are affecting your work, your next step is to talk your department’s Research Degree Convenor or your School's Director for PGRs. The Student Life Centre can also offer support if you would find it helpful to talk to someone outside of your School.

Changing your supervisor

If you wish to request a change to your supervision you should consult with your Research Degree Convenor (or School equivalent) or your School's Director for PGRs in the first instance. If either of these people are your main or second supervisor, you should consult your Head of School. You may also seek advice from the PGR representative in your School and/or the Student Union before making a formal request.

Should you decide to proceed with requesting a change, you should complete the relevant form on the Forms and Letter Requests page. The Director for PGRs (or Head of School) will then consider the request and notify Student Data and Records, who will then write to inform you of the outcome.

In some cases it may be necessary for the School to change your supervisor(s) during your registration. This could be temporary, for example due to illness, or it could be on a permanent basis, for example as a result of a change in the focus of your project or if your supervisor leaves the University. In all cases the Director for PGRs in your School will ensure that appropriate replacement supervision is arranged as soon as possible.

Supervision FAQs

Below are some of the most commonly asked questions about supervision.

What is the role of a supervisor in relation to the thesis?

Your supervisor(s) will help you and push you towards successful completion, but ultimately you are in charge of your progress and what you’re writing about. Your supervisor will provide realistic but challenging deadlines, which take into account how much time you have remaining before your submission deadline or funding end date, but which also help you develop and maximise your research output. They will also take into account any targets set by the University or School.

In terms of your written work, your supervisor(s) will provide you with general feedback and advice, and help you develop a structure and framework in which to deliver your research content. They will discuss with you what needs to go in each chapter, and make comments and suggestions about your research plans. Supervisors are not proof-readers or editors – their focus will generally be your research and how well you’re communicating it, so it’s up to you to spot and correct mistakes in your written prose.

How should my supervisor be motivating me?

You are responsible for motivating yourself. Your supervisor can arrange deadlines with you and discuss how work is progressing, but you are responsible overall for keeping your work going. If you find yourself struggling, it is always worth discussing any problems with your supervisor, as they may be able to advise you on how to overcome them or provide you with a fresh perspective on what you’re trying to do.

For more specific advice about motivation, procrastination and writing, you should consider getting help from elsewhere. Take a look at the workshops offered by the Researcher Development team, consult the Student Life Centre pages and talk to other researchers in the Sussex community, for example via the Research Hive.

I have two supervisors, but I'm not sure what the role of my second supervisor is?

While all PGRs have two supervisors, the roles and responsibilities of these supervisors varies from School to School, and sometimes from research project to research project. For specific details about the roles of your supervisors, consult your School’s Handbook (or equivalent resource) for PGRs.

In some cases, PGRs have a main supervisor and a secondary supervisor, who are responsible for 90% and 10% of the supervision respectively, meaning the PGR works closely with the main supervisor and only occasionally consults the secondary supervisor. In other cases, the supervisors take a more equal role, with the PGR working closely with both, and both supervisors attending supervisions and being included on emails etc. In either case, if you find your supervisors offering you contrasting advice or disagreeing with one another, don’t worry about which supervisor is ‘right’ – rather, use these different opinions to establish more firmly what your own position is in relation to a particular problem.

How much contact time should I have with my supervisor?

Sussex policy requires that a formal supervision meeting (one which is recorded on Sussex Direct) is held at least once a month for full-time PGRs, and every two months for part-time PGRs. However, School's may have additional requirements, and you should consult your School’s Handbook (or equivalent resource) for PGRs.

More generally, the amount of contact time needed will vary depending on your project, your subject area and the stage you are at in your research degree. Some projects need intensive supervision at the start to ensure PGRs have the necessary technical and methodological skills, while others require more supervision in the later stages as the PGR has produced more research and written work for the supervisors to read and comment on.

What are the regulations regarding recording supervision meetings?

All formaly supervision meetings should be recorded on Sussex Direct by supervisors and PGRs in consultation. Schools may also have specific requirements about recording supervision, so consult your School’s Handbook (or equivalent resource) for PGRs.

What kind of feedback can I expect from my supervisor?

The kind of feedback supervisors give depends on the project, the supervisor and the PGR. Some supervisors provide general feedback once they’ve read your work, others will write detailed comments on your text. Some will write by hand, others will use track-changes or email. Some will provide brief and regular feedback across term, others will provide extensive feedback on full chapters or sections of your thesis.

Discuss with your supervisor how and when they intend to give feedback so that you know what to expect. If you find yourself struggling with the way your supervisor is giving you feedback, discuss potential alternatives with your supervisor – you should be able to negotiate an approach that suits both of you.

When is it appropriate to seek external advice about your research?

Talking to academics beyond your School and the University is vital for promoting and developing your research. Discussing your work with other experts in your field at conferences, seminars and online is a great way to establish a useful network of contacts and identifying potential external examiners. However, if you want to work more formally with people outside of your institution, you must discuss this with your supervisor(s) before making any arrangements, in order to ensure that professional standards are maintained and confidential information is treated with due care.

Should I be sharing written work with my supervisor when I feel it is not quite ready to share?

Your research project will be a 'work in progress' right up until the moment you submit the final version after your viva. This means that throughout your degree, your work will never feel ‘finished’ ‘perfect’ or even ‘good enough’. This also means that while your supervisors will be expecting work of a certain standard, they are not expecting you to hand in a perfect piece of research or for you to produce the final answer to a question every time you hand in work to them. If you were producing perfect work, there would nothing for your supervisor to help you with, and if you are already capable of coming up with the ultimate answer to your research questions, then there’s perhaps not a lot of point in doing a research degree!

Writing a thesis and conducting research at this level is a back and forth process between you, your supervisors and the wider researcher community. Other people’s comments on your work will help you push your research to greater levels of intellectual rigour and improve the way you’re communicating your ideas. Recognising that you can only get so far without your supervisors’ feedback will help you stop worrying about getting your work perfect and start using your relationship with your supervisor effectively.

Sussex Researcher School