PhD Survival:1st Year (Last Part)

(3) Take control

'..this is your game..your way..but not entirely your rules..'

The best part ever...take control control control of our personal life! You are given the opportunity to play your game...work in your private sweet time, your schedule your way, your style, your mysteries. One thing to consider is how to play our game within the rules that are not ours. We are bounded to follow certain rules. The written rules are easily understood and followed; the challenge is to understand the unwritten. Here are some rules that you do not find in books:

Rule 1: Supervisory meeting (SVM) - How frequent?

Generally, students assume SVM will take place as and when the supervisor calls for one; and in the meantime they will do whatever that they 'think' is right to do unguided and end up wasting precious time. First, we must understand why SVM should take place. Among the many reasons, I personally see these 3 as the most important:

a. To update the progress on a given task
b. To monitor student's progress based on their timeline (the gantt chart)
c. To discuss arising matters and develop the thinking process into research.

There is no standard guideline on how frequent the SVM should be taken place. In general, first-year students benefit from monthly meeting, perhaps every fortnight in the first 3 months. We need this supervision and guidance because this is the phase to determine (a) research question and the (b) research framework. Once we are clear with (a) and (b)....we can speed up to the next level.  In order for us to feel comfortable (or confident) in discussing with SV about ideas for (a) and (b), we must have good general knowledge of the research area. This is obtained from extensive literature review (those who have had working/practicing experience in the research field have the advantage in understanding the background knowledge). You should take the initiative to arrange a regular meeting with your SV during the period of literature reading - this is very important to develop your thinking process towards the gap of knowledge in the research area. For example, if your target is to read and analyse 5 papers in 2 weeks, then request for a discussion session in the following week. Make a summary of what you understood and discuss the ideas surrounding the articles that you have read; take note of the points mentioned by your SV. You will find a flow of fresh ideas/new questions to answer, and this will make your next reading session more focused than the previous.

What about after the literature reading period, how frequent should we meet our SV? Now, every meeting has a purpose. The best way that worked for me was based on the gantt chart. For example, if you have 8 weeks to come out with the final research proposal, you should be thinking the time frame to hand in the draft proposal - correction - handing in once again - correction once more and all over again until the best version (or the most acceptable version) is produced. Throughout this process, if you are stuck or need expert guidance, be pro-active and do not hesitate to call (request) for a supervisory meeting. Work closely with your SV and make yourself in their radar detection. Follow your gantt chart, it keeps us moving against the odd. In summary, have a regular schedule for supervisory meeting based on your task in the gantt chart (request for it if it is not planned for you).

It is normal not being confident in emailing supervisor to call for a supervisory meeting...I too had experienced the same. This is an email template on what to write  to SV requesting for a SVM:  

Dear XYZ,

Hope you are fine/ Hope this email reaches you in good time (courtesy greeting, choose one or create your own)

May I please book an appointment for a supervisory meeting on the ...date..., ....time...at ...venue....you can have several dates ncase they are not available on any particular day. Kindly suggest alternative time and date if the one proposed above is not convinient for you.

The main topic of discussion are:

1. ....what task and what your problem is about

2. ...ex: Research method - to finalise the flow for data collection in the pre and post intervention study design

3. ....

Would appreciate to hear from you by ...date to reply.. (give atleast 1 week time frame for them to reply. SV are busy people, no due date means no urgency)

Best wishes,

Your name

Rule 2: Your bench fee

Bench fee (paid annualy)  is to support our professional development and the conduct of research. Take the initiative to know about how your bench fee is spent and know your grant code. Grant code is the code for your bench fee in the college log book; you will need this code to claim relevant expenses. The rule is, it is your Professor (or your supervisor-SV) that has control of the bench fee. Most college finance department will not disclose how the bench fee is being spent. What can you claim from bench fee includes - conference expenses, books, laptop, table computer...anything to aid in your learning and research BUT WITH THE APPROVAL of your supervisor. So, please ask your SV about how it can be utilised.

Rule 3: 2 weeks time frame & date to reply

If you need a report or document work to be checked/revised (by supervisor, collaborator, or other relevant party) allow 2 weeks time frame before sending out reminders. So, plan your work well and again..follow the gantt chart.

Rule 4: Data collection

If your work involves other people - for example relying on other individuals to collect samples, if possible avoid doing data collection in December (Xmas holidays), August (Summer break) and Ramadhan because most likely your schedule will be disrupted by the long holidays. This should also be taken into consideration for research ethics applications.

Rule 5: Keep track records of your progress

I have a story to tell in explaining this scenario:

a. Student A who by the end of year one decided to terminate PhD course because she felt the guidance she recieved was poor and it contributed to her poor performance in the 1st year viva. The student lodged a complaint about the poor supervision.

b. Student B was working on a novel discovery; there were many trials and errors involved. Throughput the process, many formula and theories evolved.

c. Student C completed task 2; but according to her SV, she was supposed to complete task 1 prior to task 2. She was so sure that the order she followed was recommended by her SV in the previous meeting.

Now, tell me if you are Student A, B or C...what proof do you have to certify your claims? It is very, very important to have meeting summary after every SVM. If anything goes wrong, you have a record to show.

This is an example of SVM summary that should be circulated to the your SV after every meetings or discussion that involves decision being made. Remember to set a date for the next meeting and send a reminder to your SV one week prior to the meeting date.

Rule 6:  PhD ends at month 36 or thesis submission at month 36?

Be comprehensible about the due date for thesis submission. There may be some logistic issues that you must keep in mind. You not need to worry about this in the first year, but its good to have this in mind as you go along.

There are many other unwritten rules which I could not possibly mention in here due to time constraint. I hope the information in these entries would be of help, especially for those who are about to start their PhD.

Last but not least, good luck and all the best in your studies!