Expectation clarification conversation: A tool for supervisors and PhD candidates at the Faculty of Health Sciences - Ansatt

Expectation clarification conversation: A tool for supervisors and PhD candidates at the Faculty of Health Sciences

Expectation clarification conversation: A tool for supervisors and PhD candidates at the Faculty of Health Sciences

Early clarification of expectations between supervisor and PhD candidate is the key to effective collaboration in a PhD project.
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The purpose of the expectation clarification conversation is to:

  • clarify expectations of both supervisor and candidate
  • identify and balance the needs of supervisor and candidate

We recommend conducting an initial expectation clarification conversation between the supervisor and the PhD candidate, ideally during the first few weeks of a doctoral project. Sufficient time should be allocated for the conversation (1–1.5 hours). We also recommend you evaluate the supervision regularly, for example, once a year. Both the supervisor and the candidate should note down what they agree on, so that notes can be revisited if needed.

Before conducting the first conversation, the supervisor and the candidate should familiarize themselves with:

We recommend that both the supervisor and the candidate read through this template before the meeting and think through which points are important for you to discuss. The template is intended as a suggestion and starting point for conversation, but it does not need to be followed strictly from beginning to end. The template has two parts. We recommend that you focus primarily on Part 1 in the first meeting.

The questions in Part 2 address topics that may be easier to discuss once you have established a relationship, and the candidate has progressed a little further in their PhD project. It is also important to remember that this is individual. If there are topics in Part 2 that you want to discuss at the first meeting, there is nothing preventing you from doing so. Similarly, topics from Part 1 (especially regarding supervision) may also be relevant to bring up again in later meetings, as the needs and format of supervision can change throughout the PhD period.

  • Part 1

    Supervision

    • Discuss roles, duties, and responsibilities in the supervision.
    • Talk about the frequency and other time-related aspects of the supervision (meeting frequency, time needed for preparation before meetings, expected response time to written drafts, practical questions and issues, who defines deadlines, etc.). Relevant questions could be, for example:
      • Do you want to schedule supervision meetings at regular intervals?
      • Should the candidate request the next supervision meeting if needed?
      • Do you schedule the next meeting at the end of each session?
      • How much time in advance does the supervisor want to have to prepare for the meeting?
    • Discuss preferred communication methods and how feedback is given. Relevant questions here could include:
      • Should you focus more on praising what is good rather than pointing out what is bad — or vice versa?
      • Should the supervisor correct language/proofread the drafts?
      • How will you discuss and follow up on the progress of the project?
      • How should feedback on text be given? As oral comments, written feedback, or written feedback provided before the supervision session so that conversation becomes an elaboration of what the candidate needs?
      • Discuss the division of responsibilities within the supervisory team and the role of co-supervisors.
    • To what extent should supervision address issues relate to work-life balance and mental health in general?

    Academic and Social Inclusion

    • Discuss participation and inclusion in the research group(s), its activities, and meetings.
    • Discuss participation in the department's/institution's joint academic activities (seminars/workshops, etc.).
    • Discuss participation in social and other informal activities within the research group/department/institution.

    Research Ethics Issues

    • Discuss whose responsibility it is to identify/address ethical issues related to the research.
    • Discuss co-authorship.

    Various

    • Expectations regarding physical presence for both candidate and supervisor.
    • If relevant: expectations related to who is the driving force in the research project and who solves practical questions and challenges. 
    • Other topics you consider important.

  • Part 2

    Purpose and objectives of the doctorate; future career

    • Discuss how you view the PhD position: as employment, research, education, or a combination of all three.
    • Discuss the goal of the PhD position: to obtain a degree, to become a competent researcher, or any other goals of the PhD education.
    • Discuss potential career plans after completing the PhD: What role does the supervisor play in advising the candidate on their future career? Where can the candidate turn for advice?

    Internationalization

    • Discuss opportunities for international stays and participation in conferences, and how these might contribute to the project.
    • Discuss the timing and duration of potential international stays.

    Thesis

    • Talk about the formal requirements at the institution and trends in your field (monograph or collection of articles; number and type of articles; co-authorship, publication status of the articles).
    • Discuss who is responsible for the thesis's quality.