Log in to the supervision document service with your JYU user ID. If you are creating a new supervision document, select New supervision document. If you want to update a previously created supervision document, click My Supervision Documents. Please note that you can only have one supervision document per doctoral study right.
New supervision document
Once you have logged in, the supervision document service will bring up a list of the doctoral study rights available to you.
1) Choose the doctoral study right related to the supervision document and edit the document. If the doctoral study right concerned does not appear as an option, please check whether you have registered your attendance for this term. Such registration is a prerequisite for a doctoral student to draft or update a supervision document. If you already have registered a supervision document in the Supervision document service, please log in to the service at My supervision documents.
You can check your current study rights and registration status for the current academic year from Sisu.
2) Read the appendices 1 and 2 in the Introduction section of the supervision document. If anything in the content of appendices puzzles you, please discuss it with your supervisors. The information in the Doctoral student section comes from JYU's student register.
3) Fill in the supervision document according to what you have agreed about the supervision arrangements with your supervisors. The faculty may already have pre-entered the data of your supervisors and follow-up group. You should not change these pre-entered data. Here are some tips for filling in the supervision document:
- Doctoral studies: If you are a new doctoral student who has started doctoral studies during the spring semester, please select “I will not study” for the autumn semester.
- Supervisors: Search your supervisor (supervisor-in-charge or other supervisor at JYU) with the supervisor’s name or username. If you cannot find your supervisor with a name, try searching with a username. The username is available in the Outlook address book.
- Follow-up group: If you are not sure about your follow-up group, see the instructions on follow-up groups.
4) If you wish to continue editing the document at a later time, you can save it by clicking the SAVE button.
5) When the document is saved, you can continue editing it by clicking the EDIT button. Please note that the document must be in the edit mode when you add content. Otherwise, the data fields are not visible. Do not add content in Add comment fields.
6) When the document is ready and all required fields have been answered, confirm it for your own part by choosing CONFIRM or SAVE AND CONFIRM. The supervision document service notifies about the document by email to those supervisors of yours who have a JYU user ID. They can now view and, if they so wish, also comment on the content of the supervision document in the service. The document can be confirmed after all required fields have been answered. If the required information is not relevant in your case (for example it is not necessary to describe the division of work between the supervisors, if you have one supervisor), you can enter e.g. – or x in the required field to be able to confirm the document.
7) If your supervisors choose to propose changes to the content, the service sends you an email request to revise the supervision document. You can continue to edit the document and, if you wish, insert your own comments. The comments entered in the service constitute a conversation that is visible to all persons connected to the document (the student, supervisors, and an reviewer appointed by the faculty). When the document is ready, confirm it for your own part by choosing CONFIRM or SAVE AND CONFIRM.
8) The supervision document service will notify you by email once your supervisor-in-charge has confirmed the document. After this, the supervision document is confirmed and valid until the end of the academic year.
My supervision documents
Updating the supervision document
If there is a need to update the supervision document during the academic year, you can return the confirmed document to the draft state by clicking the RETURN DRAFT button, after which you can edit the document. Your supervisors can return the confirmed document to the draft state as well. In that case, the service sends you an email request to revise the supervision document. Remember to confirm the updates by clicking the CONFIRM or SAVE AND CONFIRM button. Also, your supervisor-in-charge needs to confirm the updates.
If your supervision or follow-up group arrangements change, please make sure the faculty has approved the change before updating the information in your supervision document. Contact the doctoral school of your faculty if necessary.
Confirming the supervision document for the next academic year
At the end of July, when the academic year ends, the supervision documents confirmed for the last academic year will be automatically returned to the draft state. Use the EDIT button to check and update the content of your supervision document and confirm the updates by clicking the CONFIRM or SAVE AND CONFIRM button. Also, your supervisor-in-charge needs to confirm the updates.
Deleting the document
If you have more than one version of your supervision document in the supervision document service, you can delete the unnecessary versions by clicking the DELETE button. You can delete a document that is in the draft state. If you are sure that you want to delete a document that is in some other state, return the document to the draft state to delete it.
