PhD progress reports (half-year evaluation of ESRs)

Update documents, graphs, charts and reportA PhD progress report must be prepared every half a year for each ESR. Both the supervisor as well as the ESR must contribute to this progress report.

The reports should describe the activities, results and overall progress of the individual ESR.

When and by who:

Deadlines are listed below and the distribution is a bit off, as some of the deadlines are placed in January right before the submission of reports for the European Commission.

  •  Deadlines for ESR progress reports:
    1. Report 1: 31 January 2015 (in connection to Periodic Report 1)
      1. Contribution needed from both ESR and supervisor
    2. Report 2: 15 September 2015
      1. Contribution needed only ESR
    3. Report 3: 31 January 2016 (in connection to Progress Report 2)
      1. Contribution needed from both ESR and supervisor
    4. Report 4: 15 September 2016 or in connection to your end of EScoDNA employment
      1. Contribution needed from both ESR and supervisor in connection to end 0f employment

Lise will send out an email with a reminder approx. 1 month before each deadline!

What to prepare by the supervisor:

  1. EScoDNA fellows’ activities: 0.5-1 page with an overall assessment of the EScoDNA fellow in terms of scientific progress, training etc.
  2. Your own EScoDNA-related activities: – fill in the information in the excell spreadsheet, which can be downloaded here
    1. Conferences:
      1. Organisations of international conferences, symposia, seminars etc. (please state title, place, date etc.)
      2. Talks (please state title, place, date etc.)
    2. Educational activities:
      1. Title of activity, place, length of course, student level(s), length of course (hours)
    3. Awards:
      1. Title, amount (if relevant)
    4. Dissemination and outreach activities:
      1. Public outreach (public talks, TV talks, podcasts and articles in newspapers, press releases etc.)  (please state authors, title, media, place, date etc.)
    5. New patents (submitted, granted), spin-off companies established etc.

What to prepare by the fellow:

  • What time period should be covered in each PhD progress report?:
    • Report 1 : from the time of your employment start until the 31 January 2015 (Content needed is described below, 2-3 pages covering item #1, no limit for item #2-5)
    • Report 2: from the time of your employment start until 14 September 2015 (Your latest poster, 1 page)
    • Report 3: from the time of your employment start until 31 January 2016 
      • Add (literally) the advances done in the last year into the report you submitted on January 2015 (make it coherent, though). Take the same personal introduction, same project backgrounds from the previous report, and add (and highlight!) the project progress and results, and update conferences and courses from the present project period, 1 Feb 2015 to 31 Jan 2016 (Content needed is described below, 4-6 pages covering item #1, no page limit for item #2-5, which include what has been reported by you earlier)

    • Report 4: from the time of your employment start until 14 September 2016 (or your end of employment)

Prepare a Word file covering all of the following items, and send also the diagrams/images as separate picture files.

  1. Project report
    1. When you consider what to write about the items below, please have in mind what is written about your project in the Annex I: “Description of Work”. Which parts of your project (progress) comply with what has been foreseen in Annex I, and which may not. 
      1. 4-6 pages* (Report 3) describing the following items in a cohesive fashion. However, sub-divide your text in the project report using titles which suits the items (1-7) below:
        1. Briefly present yourself, and your qualifications to fill the EScoDNA position at your host institution/company;
        2. Intersectoral and multidisciplinary collaboration(s) (EScoDNA project!);
        3. Necessary background information and objectives of your EScoDNA project; 
        4. Methodology used;
        5. A summary of progress towards objectives and details for each task; 
          1. Highlight clearly significant results; 
          2. Do your results fulfill or pave the way for yourself or others within your workpackage to fulfill the goals (/milestones) of the workpackage? – Mention the specific milestone(s) in your report!! (see your workpackage and milestones here)
            1. NB: Your project will probably only apply to one of the milestones of the workpackage, so do not stress about being able to contribute to both milestones!
          3. If applicable, explain the reasons for deviations from Annex I (see original objectives of your project here) and their impact on other tasks as well as on available resources and planning; 
          4. If applicable, explain the reasons for failing to achieve critical objectives and/or not being on schedule and explain the impact on other tasks as well as on available resources and planning; 
            1. NB: Again your project will probably only apply to one of the milestones of the workpackage, so do not stress about being able to contribute to both milestones!
        6. Future perspectives of your project;
        7. Expectations on the possible impact of the project on your future career;
  2. Any relevant diagrams and/or images to put in the report as well.
  3. Training:
    1. Courses (title, place, organizer, date) 
    2. Complementary skills training (title, place, organizer, date) 
    3. Conferences/workshops/summer schools/seminars etc. you have attended (title, place, organizer, date)
  4. Secondments/short term visits:
    1. Where and when have you been on secondment?
    2. Where and when do you plan to go on secondment?
  5. List your dissemination and outreach activities in connection to your EScoDNA employment:
    1. Papers (peer reviewed) – also future publications (authors, title, journal)
    2. Theses
    3. Public outreach (like talking to high school students and writing popular science papers ect.)  (authors, title, media, place, date)
    4. Posters (authors, title, place, date)
    5. Conference abstracts (authors, title, place, date)

*The number of pages needed:

  • Report 1: The project report (item #1) alone, should fill 2-3 pages. What you may write for item #2-5 is in addition to the 2-3 pages.
  • Report 2: 1 page – poster format
  • Report 3: The project report (item #1) alone, should fill 4-6 pages. What you may write for item #2-5 is in addition to the 4-6 pages.
  • Report 4: The project report (item #1) alone, should fill 5-8 pages. What you may write for item #2-5 is in addition to the 5-8 pages.