GSR FAQs for students

Graduate Supervision Reporting is now available for use, and details are on the Student Self Service page.This page covers frequently asked questions about GSR. Further questions will be added as Student Systems receive queries. 

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You will be expected to use GSR to submit your self-assessment report, everything you need to know is included in your graduate handbook, and you may find it useful to refer to the summary of what you (and the relevant staff) have access to in GSR is on the overview of access page.   

Research students can complete their Training Needs Analysis form within GSR - the frequency of this activity varies by course, and your department will let you know when one is due. 

You will receive an email when your supervision reporting window opens, including a prompt to login and find the ‘My Supervision Reporting’ section in Student Self Service, and with details of how to submit your self-assessment report.

Details are on the Student Self Service page.

You will receive an automated GSR email notifications when your reporting window opens. The email will include everything you need to know to get started in GSR.

Standard reporting windows are displayed on your 'My Supervision Reporting' menu page in Student Self Service. A small number of courses have alternative reporting windows, and your department will let you know if this affects you. 

You can access GSR by logging into Student Self Service and clicking on 'My Supervision Reporting' in the menu. You can log in to GSR from wherever you are, and it will work on mobile devices. 

When your reporting window opens, you will be sent an automated email notification, with details of how to login. 

For further instructions, please refer to the Student Self Service page. 

The following guidance is for students and staff:

Student concerns should relate directly to academic progress. If students are dissatisfied with any other aspects of provision e.g. their supervisory relationship or their working environment, they should raise these with the Director of Graduate Studies (or equivalent) in the first instance, and pursue them through the department’s complaints procedure if necessary. 

Supervisors should discuss any concerns about academic progress with the student before flagging a concern in GSR.  

Directors of Graduate Studies should review all flagged concerns and take action as appropriate. A severe concern should result in a meeting with the Director of Graduate Studies without delay. Directors of Graduate Studies should briefly note any action being taken to resolve the matter.

You can raise a concern about academic progress using one of three levels of flags:

  • Minor concerns – Satisfactory progress is being made, but minor issues have been identified where further action may be required to keep progress on track.
  • Major concerns – One or more factors are significantly affecting progress, and further action is required now to keep progress on track.
  • Severe concerns – Progress is being seriously affected by one or more factors, and a meeting with the Director of Graduate Studies should be held as soon as possible to discuss further action to get progress back on track.

You have the option to mark a concern that you’ve raised as cancelled or resolved.

Research students can complete their divisional TNA form at any time in Student Self Service and add this to their self-assessment report. The majority of departments have opted to use the online form for graduate students’ TNA, but some departments have provided their students with a Word template to upload to Student Self Service. Details about the TNA form in GSR and the upload function for the Word template is in the Student Self Service manual, which is available from the menu of the Student Self Service web page.

Your Training Needs Analysis (TNA) is a record of how your skills and training have developed and built over the course of your studies, as well as a record of any planned training discussed with your supervisor. Therefore, as you start a new TNA form, your previous answers will be carried forward for you as a starting point for the next round of review and discussion. The only exception to this is where you have transferred to a programme of study in a different division, in which case you will start your next form with no pre-filled answers. 

If you accidentally selected the wrong form type from the options to upload a web form or upload a document, please contact the Student Systems Support Centre and ask them to delete the form for you so you can start again (contact details are at the bottom of this page).

The submit drop-down menu in your Training Needs Analysis (TNA) form contains three options: 

  1. ‘For review with supervisor’ - which will send your supervisor an email asking them to review your completed TNA. No one else can see your TNA until you select final submit. 
  2. ‘Final Submit’ - takes a snapshot of your submitted TNA and allows all your supervisor(s) and Course Director/DGSs to view the form as part of supervision reporting. 
  3. ‘Save, don’t submit’ – select this if you aren’t ready to submit the TNA yet.

If you accidentally selected the wrong form type from the options Preparing for transfer of status and Preparing for confirmation of DPhil, please contact the Student Systems Support Centre and ask them to delete the form for you so you can start again (contact details at the bottom of this page).

Everything you need to know about supervision reporting is in your graduate handbook.

The main changes for students are:

  1. Adjustments to the reporting schedule, and a new reporting window in the Long Vacation (summer), which is mandatory for research degrees and optional for postgraduate taught degrees (your department will tell you if this affects you).
     
  2. More nuanced concern flags available in case you have any concerns about your academic progress to raise (options are minor, major, and severe). 
     
  3. College advisors will be asked to state how many times they have met with you during the reporting period. 
     

Details are in the changes for students who previously used GSS document [PDF].

Reports held within GSR will be visible to you, your allocated supervisor(s), college advisor(s), Course Director(s), Director of Graduate Studies, as well as authorised departmental, divisional and college staff (which may include your college Senior Tutor and Head of House). The list of individuals who are able to view your reports within GSR is displayed to you within the GSR reporting screens.

If you are in receipt of funding from the University, including research council funding, your supervision reports may also be shared with relevant University employees responsible for the oversight of these awards, in order to fulfil requirements associated with your funding. 

In some circumstances, details of your supervision reports may also be shared with the Disability Advisory Service, Proctors’ Office and Education Committee.

Student Self Service will be available to you for 12 months following the completion of your course, and you will be able to view your reports until the end of that period.

Please contact the Student Systems Support Centre:

student.systems@admin.ox.ac.uk
01865 (2)84848

Opening Hours: 
08:30 - 17:00 Monday - Friday
(excluding Bank Holidays and fixed closure days)

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