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About Me• Malaysian, married, 2 kids.• Lecturer at a Public University in

Malaysia• 1st degree in Management

Information System• 2nd degree in Software Engineering

(by coursework)

• PhD candidate in Knowledge Engineering Systems Group, Cardiff School of Engineering, Cardiff University (started 2008).– Professor Rossi Setchi– Dr Yulia A Hicks

Outline

• PhD Project– Starting a PhD– Making Progress– Weekly Meetings– Do’s and Don’ts

• Thesis– Do’s and Don’ts

• Viva– What?– Who?– Purpose of Viva– Your thesis is your best friend

PHD PROJECT

What is PhD?

• PhD is not a destination, it is a JOURNEY.• Ability to research anything, and the

expectation that you will understand it.• You should be more likely to ask why

things are done a certain why, and how it could be made better – analytical thinking.

• You can jump into a new area, pick it up quickly, and have something interesting to say about it.

Starting a PhD

• How to start?i. Find a problemii. Understand the backgroundiii. Knows what already being doneiv. Find the gapsv. Design solutionvi. Evaluate & Validatevii. Writeviii. Get agreement **

• Plan your work - Get milestones - Stick to it• Break big task into micro tasks – focus on small pieces,

one at a time.

Making Progress

• Progress is measure by OUTPUT, not time.– Experiment results, publications.

• There are no rules on how to allocate time for research. – If you don’t know whether you are making ‘enough’

progress, ask.• Do not waste your time & energy on problems– Focus on solutions.

• Do not compare your progress with others– Every research is unique.

Weekly Meetings

• What is our job? Nothing. – You are not reporting your job. You’re working for yourself.

• Weekly meetings can be very helpful – It’s OK if you have nothing substantial to report, but don’t make

it a habit.• Use this OPPORTUNITY to discuss issues and potentials.• Prepare for your meetings

– Think about the best way to explain things– Provides the evidences/references

• Start from the beginning– Checking up where your SV is according to your research, what

your SV remember– Present in logical sequence, slowly.

• A good exercise to explain about your research.

Managing your Supervisor

• Considers the relationship as a LONG-TERM, PROFESSIONAL one.

• Build trust – be honest• Build confidence• Build a good, working relationship • Keep promises• Share information• Clarify expectations

Managing your Supervisor

• What they expect from you:– Show initiative, be proactive etc. basically be

independent – these are key to doing PhD research in the social sciences

– Be honest about how things are going– Produce quality written work that is not a first draft– Meet deadlines (or explain why not)– Meet regularly to discuss your progress – Be keen & enthusiastic– Listen to their advice. **– Tell them what you are learning– Teach them something new

Managing you Supervisor

• What you can expect from them:– Regular, constructive criticism on your written

work– Guidance, suggestions and ideas for research

direction/opportunities– Advice at each stage of the project– Support– Some (though probably not too much!)

direction

Do’s and Don’ts

• DON’T leave the responsibility for your project to others.

• DON’T spend long hours in office/lab for the sake of it.

• DON’T be alone. Talk to others about your problems.• DO get support from other PhD students.• DO give support to other PhD students.• DO take every opportunity to practice and learn.• DO get a life. Enjoy your ‘play time’.

THESIS

What?

• MYTHS:– Being able to write well is a gift– Writing is just a question of getting down what you know,

it will all come together the time comes.– Writing is what you do at the end, that's why it is called

'writing up‘.• Write early, write often.• NEVER underestimate how long it will take to write

up.

Not good in English?

• Use all opportunities to learn English• Get professional help – Remember, it isn’t your supervisor’s job to

proof read what you write.• They only have a limited time available for

you - try to use that time to most effect.• Get advice about your PhD, not your

English.

VIVA

What?

• Viva voce (Latin phrase)– oral examination (a thesis defence).

• To enable examiners to assure themselves that the thesis is the candidate’s own work.

• To give candidate the opportunity to defend the thesis & clarify any obscurities in it.

• To assess whether the thesis is of high standard to merit the award.

Who?

• 1 external examiner • 1 internal examiner• Chairperson - ensure that the examination

is conducted in line with University regulations and he/she is not there to examine

• Supervisor(s) - moral support

Purpose of Viva

• Did you do the work yourself?• Have you done the reading?• Do you have a good knowledge of the field?• Did you write the thesis yourself?• Can you do research independently?• Can you teach the subject?• Can you talk about it professionally?• Have you contributed to knowledge?• Did you learn anything?

Your thesis is your best friend

• Know your thesis very well• Re-read your thesis carefully• If you find any mistakes, don’t panic, but

make a note of it• Identify the originality of your work• Identify the contribution to knowledge in

your field study• Identify the strengths & weaknesses and

make a note of them

The Presentation

• Explain the significance of your work• Organise your presentation clearly and

simply• Use body language effectively• Speak slowly and clearly• Maintain eye contact• Make effective conclusion• Summarize & close

You are not ALONE!

www.phdcomics.com

“The only way to find out how to do a PhD is

to do one. Therefore all

advice is useless.”(Richard Butterworth, 1998)

References

• Mihir Bellare http://cseweb.ucsd.edu/~mihir/phd.html• Richard Butterworth http://

public.randomnotes.org/richard/PhDtalk.html• Alex Hope http

://drsustainable.wordpress.com/2012/05/25/experiences-as-a-phd-student/

• Matt Schonlau, How to finish a Ph.D. http://www.schonlau.net/finishphd.html

• PhD Comics http://www.phdcomics.com