Supervisor guidelines: research degree guidelines for supervisors

Last updated 18 August 2026

1. Introduction
2. Appointment of supervisors
3. Student admission
4. Roles and responsibilities of the supervisors
5. Student progress
6. Student Route responsibilities

1 Introduction

Good supervision is an important contributing factor to a student’s successful and timely completion of their research degree. Supervisors are responsible for the academic progress and pastoralor personal support of their students, and for dealing with administrative matters. They should provide the guidance, support and project management necessary for successful completion of the research project.

This page provides information about the role, accountabilities and responsibilities of supervisors of students registered for a research degree. It should be read in conjunction with the Research Degree Regulations, the principal means through which The Open University (OU) ensures consistency in academic standards across the research degree programmes that it offers, and Support by stage | Graduate School Network, which contains links and policies that pertain to each stage of the research degree journey.

Please note that as a supervisor and an employee of the University you are responsible and accountable for the information that you give to your students. If you have any queries or require advice on a student matter, please contact PGR Services in Research and Innovation Services (RIS) who will be happy to help you.

2 Appointment of supervisors

The regulatory requirements for supervisor appointment are defined within the Research Degree Regulations. Although a lead supervisor may be identified all supervisors share responsibility and accountability for delivering the supervisor role.

Eligibility

Please note the following: 

• Supervisors must have a contract with the University to deliver supervision. Although Research fellows (including post-doctoral researchers), emeritus professors and honorary associates of the Open University may be appointed as internal supervisors (not as external supervisors), they must have a contract specifically for the work and must be paid accordingly. Additionally, colleagues who have accepted voluntary severance will no longer be eligible for supervisory positions as contracts cannot be supported. 
• Associate Lecturers may be appointed as supervisors on a separate contract provided that they have a separate, substantive academic position or are contracted to undertake research at the Open University or another organisation.  
• Visiting academics may be appointed as external supervisors on a separate contract.
• Retired members of staff may continue to supervise to completion any students registered at the time of retirement, but cannot supervise any new students  unless they can, through their associate status demonstrate that they are contributing to research activities in the University or Affiliated Research Centre.

Duration

Supervisors are appointed for the duration of the research degree and are expected to supervise up until the point at which either a student successfully completes their degree or withdraws. 

Where a supervisor is absent for 3 months or more, an alternative supervisor must be appointed. 

Changes in supervision

If the problem cannot be resolved new supervisors will be appointed, but there may be difficulties in finding a replacement supervisor who has experience of the thesis subject area.

Training

Supervisors are expected to have undertaken supervisory training and be committed to ongoing development of supervision skills.

Please see Training for supervisors | Graduate School Network.

3 Student admission

The regulatory requirements for admission of students are outlined within the Research Degree Regulations.

All supervisors involved in the admission process are expected to have read and adhere to the relevant Recruitment Guidelines ('Recruitment' in Forms and Policy | Graduate School Network).

Directly supported students

The deadlines for the submission of all of the completed documentation to the Graduate School for an October start are the:

• end of April for international students
• end of May for home students. 

For a February start the dates are the:

• end of October for international students
• end of November for home students. 

These dates not only ensure that the student can make the necessary arrangements to start their degree but also provide the different units of the University (e.g., finance, IT, People Services) sufficient time to  complete the work to onboard the students.

ARC students

ARC students may register throughout the year. The deadline for the submission of all of the completed documentation to the Graduate School is a minimum of eight weeks  prior to the proposed start date.

Funded students

Supervisors of funded students are expected to understand and adhere to the requirements of the funder, e.g. where students are expected to submit within their funded period. Please note that if the funder rules and the OU regulations are contradictory please contact the PGR Services team for advice.

International students

Supervisors of international students are expected to undertake, have undertaken the Student Route Training and consequently to have an understanding of the visa rules as they will apply to their students. Supervisors play a critical role in ensuring UKVI compliance.

Supervisors should ensure that students are aware of the Conditions of Registration for Postgraduate Research Students | Student Policies and Regulations | The Open University.

4 Roles and responsibilities of the supervisors

The respective roles and responsibilities of supervisors and students are set out in Appendix 2 of the Research Degree Regulations: The code of practice for supervisors and research students.

This code of practice sets out guidelines for the conduct of the relationship between research students and supervisors. It defines the responsibilities of students and supervisors, suggesting what each can reasonably expect of the other, and it gives examples of good supervisory practice that support the principles as set out in the Supervision Policy ('supervision policy' in Forms and Policy | Graduate School Network). If the code of practice is to be effective there must be a continual process of negotiation between students and their supervisors. The code is intended to provide a framework for research in an atmosphere of scholarship and collegiality.

Supervisors are responsible for the academic progress and pastoral or personal support of their students, and for dealing with administrative matters. They should provide the guidance and support necessary for successful completion of the research project. Supervisors are expected to have undertaken supervisory training and be committed to ongoing development of supervision skills; see Training for supervisors | Graduate School Network.

Health and safety

Supervisors are responsible for the health and safety of their students. Please ensure that your students are fully supported to understand their own responsibilities for their health and safety. This includes ensuring that provisions are in place to ensure their health and safety at their place of work, be this at the OU, at another HEI, a partner or while they are undertaking fieldwork - please see Fieldwork and gathering data | Graduate School Network for further advice.

Please note:

• A risk assessment must be completed.
• Travel for University related activities should be booked using University processes to ensure that the students are protected, and that insurance is in place.
• Where a student is absent (but does not require a study break) or when they are on annual leave please ensure that this is reported on PGR Manager. 
• The health and safety requirements have been extended to include well-being and good mental health.
• Training is available as part of the Supervisor Training programme. Please see Training for supervisors | Graduate School Network.

Supervising students with a disability

The Open University welcomes students with a disability and will make reasonable adjustments where appropriate to help the student with their studies. It is important that the student registers with the Disability Support Team at the earliest opportunity using this form Post-Graduate Research Students Disability Support Form. As a supervisor, ensure you are discussing any adjustments required at the earliest point and liaise with the PGR Services team if you have any questions.

The Graduate School Network has a series of links and information to help you advise students who are in need of disability support, including specialist study breaks like accrued leave Dealing with disruption and life events | Graduate School Network.

Individual student circumstances often means that advice needs to be tailored to their circumstances.

Specific expectations for supervisor of professional doctorate students

In addition to the requirements outlined in Appendix 2 of the Research Degree Regulations, Supervisors of Professional Doctorate Students are required to undertake the following:

Year 1 Assignments 

During Year 1 of the programme, the lead supervisor is required to comment on two formative assignments and a final summative assignment from their student. The formative assignments are around 4,000–5,000 words in length, and the summative assignment 10,000 words in length on which the student will be assessed. The lead supervisor is required to act as a marker for this summative assignment from a student other than their own. Area Leads will act as second markers. 

Year 2 Assignments 

During Year 2 of the programme, both the main and co-supervisor are required to comment on two formative assignments. Formative assignments are around 4,000–5,000 words in length. The lead and co-supervisor will be required to comment on the summative assignment (research proposal) from a student other than their own. 

Years 3 and 4 Assignments 

In the third and further years of registration, supervisors will continue to comment on assignments. In Year 3 both supervisors will comment on three formative assignments, and in Year 4 three formative assignments, two of which comprise the draft thesis. 

Residential weekends 

Residential weekends will be normally held on the following dates: 

• first weekend in October for Years 1 and 2 
• first weekend in November for Years 3 and 4. 

The residential weekends are compulsory for students, and attendance by one member of each student's supervisory team is expected. 

5 Student progress

Supervisors may use different methods to monitor their students’ progress, and they should agree with the student at the initial meeting how it is to be done. 

Formal academic reporting is required as follows: 

Meetings

Supervisors should have regular meetings with their students. Although it is recommended that the meetings are face to face this is only mandatory for students on the standard MPhil/PhD programme, where a minimum of 10 recorded, formal meetings must take place face to face on campus, no more than 60 days apart and with at least one member of the supervisory team.

Supervisor meeting notes must be put on PGR Manager. These notes will be audited to ensure compliance with the Academic Engagement & Attendance policy ('Academic Engagement' in Forms and Policy) which provides details on the engagement and attendance requirements for our PGR students. 

Upgrade 

MPhil/PhD students are required to complete the upgrade period (including any corrections) within the following time frames.

MPhil 

• 7 months for a full-time student 
• 14 months for a part-time student.

PhD

• 12 months for a full-time student 
• 24 months for a part-time student.

Extensions to these deadlines are only permitted in exceptional circumstances and require the approval from Progress Board. Where a student has a pre-agreed specific funding scheme, e.g. they have to spend a significant portion of their time undertaking additional training, this should be calculated and the time taken up with the training may be used to defer the upgrade deadlines. In such cases, please provide detailed evidence.

Professional Doctorate

Professional Doctorate students must complete upgrade including any revisions within 24 months. Extensions to this deadline are only permitted in exceptional circumstances and require approval from Progress Board.

Progress reports

Progress reports are required to be submitted annually (Research Degree Regulations) and are required for all students except:

• those who are completing minor corrections to their theses following examination
• those who have submitted their thesis and are awaiting their viva voce
• students in Year 1 and 2 of the Professional Doctorate who have summative assignments which determine their progress.

Faculties and Affiliated Research Centres may choose to run additional Progress monitoring exercises; it is your responsibility to ensure that you also adhere to any local requirements. 

For Pre-upgrade students progress should be monitored by the Faculty or Affiliated Research Centre at 5 months for full-time students and 10 months for part-time students, with the expectation that the Faculties or Affiliated Research Centres will only escalate to the PGR Services team, for the attention of the Progress Board if there are progress concerns at this stage.

If there is a failure to submit a Progress report by the appropriate deadline, students will not be able to demonstrate academic progress and may not be permitted to re-register for the following year. Supervisors who fail to facilitate submission of the progress report may be required to undertake mandatory training following discussions with their line manager.

Managing unsatisfactory academic progress

Where a student is making satisfactory progress but there are concerns, the supervisors and student should put an action plan in place to address the issues. A detailed report of progress against the action plan must be included in the subsequent progress monitoring form.

Where a student is failing to make satisfactory progress, the Faculty or Affiliated Research Centre should invoke the Procedures for addressing failure to make satisfactory academic progress, Appendix 3 of the Research Degree Regulations.

6 Student Route responsibilities

The OU is licensed as a Student Route sponsor which allows the University to register international students. In order to retain the University’s license, supervisors are required to:

1. Proactively engage in the mandatory UKVI training and encourage their students to engage in their UKVI training.
2. Accurately identify the HECOS codes which determine whether a student needs an Academic Technology Approval Scheme certificate. Should the research change during the course of the project HECOS codes will need to be re-evaluated.
3. Ensure that where a project requires a placement this is outlined in the Applicant Recommendation Form to ensure that the correct information can be submitted at the point at which the university submits a Confirmation of Acceptance of Studies request to the UKVI.
4. Ensure that students are aware that there may be restrictions on the amount of time that they are permitted to be out of the country e.g., on holiday or whilst undertaking fieldwork.
5. Report any breaches to the academic engagement and  attendance policy to the Graduate School at the point that they happen. 
6. Ensure their students accurately record supervision meetings on PGR Manager and that face-to-face supervision takes place in accordance with the Academic Engagement and Attendance Policy.
7. Works with their student to ensure they are on track to complete their studies both within their registration period and their visa end date.

Update log

This version published 18 August 2026. 

Replaces Supervisor-Guidelines_V2 2025.docx.