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These reports are also known as termly reports or supervision reports.

All principal supervisors are required to submit termly progress reports for their graduate students.  As of Michaelmas 2018 the previous system CGSRS, has been replaced by the Postgraduate Feedback and Reporting System (PFRS)

Students on most graduate programmes (Doctoral, MPhil, MRes, MSc, MLitt, MMus and CPGS) are also asked to submit a self-evaluation report each Michaelmas term.  Supervisors and Graduate Tutors will be notified when a student has submitted their report.  The termly supervisor report for Michaelmas term will in part be in response to the self-evaluation report.  If the student has indicated that he or she is experiencing difficulties or is in need of support, it might be appropriate to arrange a meeting with the student to discuss these. 

For other terms, and when students do not submit self-evaluation reports, supervisors should submit reports through PFRS.

Supervisors will receive email reminders when to submit a report; the system will be open for defined times for submission of termly reports (i.e it is no longer possible to submit reports retrospectively).     These are:

Michaelmas term: 3 December 2018 – 14 January 2019

Lent term: 15 January 2019 – 12 March 2019

Easter term: 13 March 2019 – 7 October 2019

Outside of these times it is not possible to submit termly reports, but is possible for supervisors submit a separate report to ‘raise a concern’.  Students and Graduate Tutors can also submit a report to raise a concern if they need to. 

Submitted reports are immediately available to the Student, Supervisor, Graduate Tutor and administrators in the Department, Degree Committee and College. 

Supervisors are advised to follow the guidance below when drafting their report.  Guidance on how to submit a report is available here

Students and Graduate Tutors will be able to comment on the report. 

Problems with the system, including receiving a notification for the wrong student(s) should be reported to recordsandexams@admin.cam.ac.uk

 

Guidance on completing reports and submitting responses

Supervisors will be asked to submit reports either in response to a student’s self-evaluation report or as a separate termly report.  In either case supervisors will be asked to confirm whether in their view the student’s progress has been satisfactory or unsatisfactory and submit a brief statement to support this choice. 

Since the student will see this report as soon as you submit it, you should consider carefully how to make your points constructively so that the report might be used for the student's benefit and does not cause unnecessary distress.

Please indicate whether the student has made satisfactory progress, has complied with any formal requirements for the course and appears likely to reach the standard required for the qualification for which he or she is aiming.

If the student is a doctoral student who is approaching the end of the second or subsequent year, you are asked in particular to comment on progress made towards writing up and to indicate, if possible, the likely date of submission of the dissertation. 

If you have concerns about the student’s progress, it is important that these are addressed in the report and you should provide a full and constructive.  It is best practice to discuss your concerns with the student (and if appropriate their College Tutor) in advance of submitting the report, so that your concerns do not come as a surprise to the student.  Your reports may be referred to at a later stage if the student does not progress satisfactorily and consideration if given to withdrawing them from their studies.  As students who do not succeed often complain that they were not made aware of progress concerns these reports are an effective way of providing appropriate feedback and formally recording that it has been given.

 

Frequently asked questions

Do I have to submit a report?

Yes.  Supervisors should submit a termly report for each of their students.  For Michaelmas term, responding to your student’s self-evaluation report (if submitted) will constitute the termly report.

The new PFRS system allows for more robust tracking of non-submission of reports.  A number of Schools and Departments are already considering mechanisms for tracking to ensure that supervisors submit reports. 

 

Do I have to comment on my student’s self-evaluation report?

If your student has submitted a termly report it is helpful if you address any points they have raised. 

 

Is the Self-Evaluation report mandatory for students?

No. It is not mandatory but we strongly encourage students to complete it.

 

My student has indicated that they need help – what do I do?

This will depend on the nature of the help sought.  If it is something within your remit (such as access to a piece of equipment) then you should endeavour to resolve the problem.  If the help sought is more pastoral in nature, it may be appropriate for the College Tutor to step in.  You should ensure that the matters raised in the student’s report are considered and your response to the report reflects any action you have taken.  Depending on the nature of the help sought it might also be appropriate to meet with the student, and if appropriate their College Tutor.

 

Why can’t I submit a report?

If you cannot submit a report for one of your students it may be due to one of two factors:

  1. The student’s record is not correct in CamSIS. If you cannot see the student in CamSIS, you should contact your Degree Committee.

  2. You are listed in CamSIS as a ‘Cambridge’ or ‘Other’ Supervisor.Due to limitations in the system development it is only currently possible for Principal Supervisors to submit reports.This will be extended to other supervisors in the next phase of the project (which is expected to complete in Lent term 2019).

 

I have received an email about a student but I don’t think the student is assigned to me – what should I do?

Please contact us at recordsandexams@admin.cam.ac.uk so we can investigate further.

 

How quickly am I expected to respond to the student’s report?

It is appreciated that this will be just one of many things you have on your to-do list this term. However, we would ask that you try to prioritise these reports so that problems can be addressed quickly.

 

Who can see reports?

All reports are immediately available to the Student, Supervisor and Graduate Tutor and administrators in the Department, Degree Committee and Student Registry.  The Educational and Student Policy Team may also review the Student Self-Evaluation reports anonymously to help to identify response rates, as well as any common trends or themes amongst student’s responses that warrant further consideration or action.

 

How can I access reports I have submitted previously

It will not immediately be possible for you to access reports you have submitted previously – this functionality is still under development and will be available in the coming months.  In the meantime, administrators in Departments and Degree Committees can access reports for you.

 

Is the Student Self-Evaluation the same as the Student Barometer Survey?

No. The Student Barometer is a student opinion and satisfaction survey which gives students an opportunity to provide general feedback about their experience at Cambridge.