Supervisors’ responsibilities

Roles

Principal/Lead Supervisor

The Principal Supervisor, sometimes referred to as Lead Supervisor in a Co-Supervisory team (see below), has the main responsibility for supervision arrangements and guidance for the student throughout their programme of study.

This includes taking overall responsibility for:

• The administrative aspects of supervision, for example submitting requests for leave of absence or interruption of studies and ensuring minimum contact requirements are met.
• Ensuring appropriate approval for any co-supervision arrangements is obtained from College.
• Ensuring the student’s progress is reviewed for each year of study.
• Providing advice on pastoral support as well as academic matters.
• Ensuring the student’s intellectual property is respected.
• Leading on initial and ongoing discussions with the supervisory team to negotiate and agree on roles and responsibilities for each team member.
• Ensuring the student is aware of the responsibilities of individual supervisory team members.
• Communication within the supervisory team.

Co-Supervisor

A co-supervision model may be chosen when it is clear that the student’s work involves interdisciplinary research. When this model is chosen, the Co-Supervisor will play a major role in supervising the research project. The division of responsibilities between the Principal or Lead Supervisor and the Co-Supervisor must be agreed upon at the outset of the co-supervisory arrangement.

Assistant Supervisor

The Assistant Supervisor’s role involves fewer responsibilities than the Principal Supervisor, but in some cases may include closer day-to-day involvement in the student’s research. Assistant Supervisors may also provide complementary expertise, such as specialised knowledge of a particular technique, or depending on the work context, day-to-day supervision in some cases.

Supervisors in Associated Institutions

The University recognises as “Associated Institutions” a range of non-commercial and non-degree-awarding organisations with which it collaborates on teaching, research and services to the community. Staff working in Associated Institutions acting as supervisors for the University’s students have the same responsibilities as University of Edinburgh supervisors, and the same requirement to attend the University’s supervisor briefing sessions. 

If the Principal Supervisor is from an Associated Institution, then the University Supervisor and School Postgraduate Director are responsible for:

• Ensuring that the Associated Institution Principal Supervisor has read the University’s regulations and policies.
• Ensuring student progress is monitored in line with the University’s regulations and policies.

Responsibilities of the supervisory team

The supervisory team should meet as soon as possible once supervisory arrangements are confirmed. At the first meeting, the team should discuss the following responsibilities and decide how to ensure that all of them are covered.

• Introducing the student to the subject area, its facilities and procedures, and to other research students and relevant staff in the School. For distance PhD students these introductions may be virtual.
• Advising the student on the key milestones of the degree, drawing up a research plan and timetable for producing the thesis.

• Advising the student on research ethics and integrity, including obtaining ethical approval.
• Advising the student on facilities required for the research and supporting the student in accessing these.
• Advising the student on how to prepare for annual progression review and the viva voce examination.
• Agreeing the frequency of supervision meetings and the means of recording meetings.
• Organising regular meetings to discuss all matters relating to the student’s research, including feedback on written work.
• Advising on the student’s professional development needs at the start of the programme and reviewing these throughout the student’s studies.
• Encouraging students to develop transferable skills and to attend appropriate training courses where possible.
• Advising the student on where to find appropriate sources of additional support and signposting University student support services details.
• Ensuring the student is aware of relevant health and safety policies and procedures.
• Encouraging the student to become an active member of the research community, for example by advising on attendance at relevant conferences and supporting the student in seeking funding for such events.

The supervisors should revisit the distribution of supervisory responsibilities again at the student’s annual progression review and at other times as necessary.