When a student is admitted to the PhD Program, they must register each academic year, including the year in which the Thesis is deposited. The student registers then to a subject called "monitoring", that assesses the training acquired during the school year, as well as the progress towards crafting the PhD Thesis.
In order for the assessment to take place, each academic year the Academic Comission publishes a monitoring call. During this call, a comission formed by three Doctors evaluates the progress made in the research plan of the student, the development in their Activities Document, and a report from both the Thesis Director and the Academic tutor. The report's authors must, at least, notify whether or not the student has followed the guidelines for the follow-up meetings, and also if they have done any training activities during the academic year.
The Comission, after receiving a report on the matter, can authorize a substitute format for the oral presentation in the monitoring call, if the student cannot be present due to them being in a research internship or doing field work.
Unjustified absence from a monitoring call entrails the expulsion of the student from the PhD Program. Positive evaluation of the studies' development is fundamental in order to continue in the program and be registered for the following year. If the assessment is negative, a student can register for the same, previously failed evaluation, build a new research plan and stand for assessment the following month of March.
If the student passes this March assessment, they must register for the pertinent monitoring in the same academic year. However, if they fail, the student must leave the PhD Program.
The Monitoring Comission establishes the following procedure in order to assess the PhD students. The evaluation is based in these two elements:
1. Brief report from the Director (and the Tutor) of the Thesis
In this piece the Director will briefly write
The progress made by the student in their PhD thesis during the last academic year
The satisfaction of the Director towards the tasks performed by the student
This report must be handed immediately prior to the monitoring test in a sealed envelope.
If the report is written against the student's continuity in the Program, it should be properly detailed and explained.
2. Oral presentation from the PhD student
The student must prepare and present a maximum of four slides explaining:
The theme and goals of the thesis
The degree of development of the thesis, indicating all the activities that have taken place during the last year, for example: papers sent and/or published, conferences, seminars, schools, internships, teaching, and so on. If it is due, it should also indicate how much of the plan done in the year prior has been accomplished.
Next academic year plan
The oral presentation of the student will be 15 minutes long at most, without contemplating the time for the questions of the Monitoring Comission
Extraordinary reasons, like an internship abroad, may prevent the student from assisting to the Monitoring Call. Then they must follow this procedure:
Ask for an exemption to the PhD Studies Coordinator. This must be justified and in proper written form. This document shall be signed by the student and their Thesis Director, and presented to the Coordinator before June the 2nd (first monitoring call) or September the 3rd (second monitoring call). The exemption will be proposed to the Escola de Postgrau, which will determine whether or not it is approved.
If the exemption is approved, the student must still present to the PhD Studies Coordinator a written recollection of all the material that should have been presented in the Monitoring Call.