DSHCS Supervision Policy

The supervision process plays a key role at the DSHCS. Supervisors advise and support doctoral students in the successful completion of their dissertation projects.

 

Overview of possible supervision combinations

- 1 supervisor / not recommended

- 2 supervisors / recommended depending on the research context

- 1 supervisor + TAC (2–3 mentors) / only for doctoral students within the DSHCS / recommended depending on the research context

- 2 supervisors + TAC (2–3 mentors) / only for doctoral students within the DSHCS / recommended depending on the work context

 

Selection and Responsibility

The supervisors are responsible for selecting suitable doctoral candidates. It is at their discretion to assess whether a doctoral project aligns with their research interests and whether the doctoral candidates are sufficiently qualified and have the necessary resources (time, funding, materials) to complete their doctorate. At the same time, they assess whether they themselves have sufficient capacity to supervise the project.

 

Start of Supervision

When supervisors agree to supervise a project, they clarify mutual expectations with the candidates and assist them in preparing for the public presentation at the faculty (FÖP). Following a successful public presentation, candidates and supervisors sign the doctoral thesis agreement. In it, the candidates and supervisors establish a timeline for the doctoral program, the most important tasks, and their working relationship.

 

Required Declaration

When applying for admission to the doctoral program, candidates must submit a written statement from a faculty member authorized to supervise a doctoral thesis in which the faculty member expresses their willingness to supervise the doctoral project in question.

 

Supervision Teams

The directorate of studies (SPL) strongly recommends that doctoral students and supervisors, who assist them with the admission process, ensure that more than one person is responsible for supervision during the doctoral program. There are two options for involving additional individuals in supervisory or advisory roles, which may also be combined:

 

1. Multiple supervisors with equal responsibility

A supervision team typically consists of two supervisors from the University of Vienna or other research institutions who are authorized to supervise doctoral theses at the University of Vienna. Generally, this includes professors and individuals with a habilitation or equivalent qualification.

• At least one member of the supervisory team must be affiliated with the University of Vienna.
• All members of the supervisory team are equally responsible for the dissertation project; there are no “primary” and “secondary” supervisors.

 

2. Mentors as members of a Thesis Advisory Committee (TAC)

If doctoral students are members of the DSHCS, they may, together with their advisors, establish a Thesis Advisory Committee (TAC).

• A TAC consists of two or three mentors.
• Mentors must hold at least a postdoctoral degree and have international experience.
• One of the mentors must be external, i.e., from another research institution.

 

Responsibilities of the TAC

The TAC should meet once a year, with the format of the meeting determined by the faculty. The mentors have the following responsibilities:

• They advise and support both the doctoral students and the supervisors.
• They monitor and support the progress of the dissertation project as well as the professional and personal development of the doctoral students.
• They monitor and help align expectations and perceptions of project progress between doctoral students and supervisors.
• They evaluate the relationship between the doctoral student and the supervisor, mediate in cases of misunderstandings or conflicts, and provide feedback and advice on career prospects.

• Members of the TAC are invited to the defense of the doctoral thesis; however, it should be noted that (former) advisors may not serve as reviewers for the doctoral thesis. The University of Vienna does not cover any travel expenses.

Decision on the Supervision Arrangement

The determination of the supervision arrangement (joint or individual supervision with or without a TAC) is part of the doctoral thesis agreement signed following the FÖP.

• In preparation for the FÖP, doctoral students submit a proposal for their desired supervision arrangement and contact potential co-supervisors and/or members of a TAC.
• The supervision arrangement is discussed during the FÖP and ultimately formalized in the doctoral thesis agreement.
• The supervision arrangement may be changed or adjusted at a later date.

 

Recommendations for Choosing a Supervision Arrangement

The choice of the optimal supervision arrangement depends on the structure of the intended doctoral project and the specific needs of the doctoral students, which is why the DSHCS offers several options. TACs and team supervision can be used either individually or in combination.

 

Both options have specific advantages and challenges that must be carefully weighed:

 

It is strongly recommended that the role and contribution of each supervisor be explicitly discussed and agreed upon in advance. This agreement can then be included in the doctoral thesis agreement.

 

In smaller departments, caution is advised, as co-supervisors and TAC mentors are not permitted to serve as reviewers, which could limit the pool of available external experts.

 

 

Progress reports and the annual TAC meetings

 

Progress Reports

Doctoral students submit an annual progress report to the SSC. These reports are prepared jointly by the doctoral students and all of their supervisors. If a TAC has been established, the progress report is the outcome of the annual TAC meeting.

 

Annual TAC Meetings

TAC members should meet at least once a year to discuss the progress of the doctoral thesis, taking into account the original goals and recent developments.

• The TAC meeting is organized by the doctoral student.
• To provide a basis for discussion, the doctoral student must send the latest annual progress report and the draft of the next annual progress report, as well as all other relevant documents, to all TAC members at least two weeks before the meeting.
• TAC meetings should last approximately 60 minutes and are not open to the public.
• TAC meetings are chaired by a TAC member designated by the doctoral students.
• After the meeting, the doctoral candidates send the report on the TAC meeting (using the form provided by the DSHCS) to all TAC members.
• Once the report has been approved by all TAC members, the candidates include the “Statement from the TAC Meeting” in the annual progress report (SSC form).

 

Please note: The University of Vienna cannot provide financial support for expenses related to TAC meetings (e.g., travel or accommodation costs).

 

Format of TAC Meetings

1. Short presentation by the doctoral student focusing on dissertation progress, plans for the coming year, current challenges, and career planning.
2. Q&A session with all TAC members.
3. Feedback round 1 – without the supervisor(s).
4. Feedback round 2 – without the doctoral student.
5. Brief internal discussion among the mentors.
6. Feedback and recommendations from the mentors to the doctoral student and supervisor(s).

 

Key questions during the annual TAC meeting

• What are the doctoral students’ achievements, challenges, and plans?
• Do the expectations and assessments of the doctoral students and their supervisor(s) regarding project progress align?
• Are sufficient resources and support available or planned?
• Are the doctoral students on track to become independent researchers?
• Is the proposed plan for completing the doctoral thesis realistic?
• How can the candidates’ career development be supported?

 

 

⚙️ Process