Purpose
This document provides support to the PhD supervision policy of the Faculty of Islamic Studies, UIII and outlines typical processes undertaken during PhD candidature including:

• Roles and responsibilities of members of supervisory panels 
• Appointment of panels and absences

Procedure

Composition and role of Panel

1. A supervisory panel comprises a promotor and co-promotor, and should meet at least twice per year.
2. The appointment of a supervisory panel is undertaken by the Dean of the Faculty of Islamic Studies and the Head of the PhD Program, with regard to the eligibility requirements of individual roles and the following aspects of the overall composition of the panel:
   • The Faculty members of the Faculty of Islamic Studies
   • Appropriate disciplinary and interdisciplinary expertise
   • Ensuring appropriate experience on the panel through demonstrated success in previous HDR completions
   • Continuity of supervisory arrangements for the standard duration of the candidature; and 
   • Assisting early career academics to develop their supervisory skillset.
   • An individual cannot be the promotor or primary supervisor for more than six students unless the Dean has given explicit approval for a higher number having regard to disciplinary norms of collaborative research approaches and the demosntrated completions of the individual. 

Promotors 

1. The promotor acts as the primary supervisor. He/she is responsible for providing academic oversight of the major research aspects of a student’s program. The promotor monitors the quality of a candidate’s work, identifies relevant skills training that may be required for successful completion through the candidate-supervisor agreement, identifies relevant ethics approvals that may be required, assists the student with submission of ethics applications (if any), and carries responsibility in supporting the completion of study within the University’s timeframes.
2. The requirement of promotor based on the government’s regulation:
   • Is a professor in relevant field; and
   • Is a member of the faculty member of the University employed by the University full-time or part-time under the Decree of the Ministry of Religious Affairs of the Republic of Indonesia on the Civil Public Servant Assignment at the Government Institution; and
   • Is actively carrying out research and publishing in a relevant discipline area. 

Co-Promotors

1. The role of co-promotor is to provide additional service and expertise for a student with regards to their research in addition to the role of the promotor. Support is provided through communications throughout the year at agreed timeframes. The level of support provided is variable depending on the stage of candidature and agreed needs of the student as estalished by the student-supervisory panel agreement. 
2. The co-promotor monitors the quality of a candidate’s work, identifies relevant skills training that may be required for successful completion through the candidate-supervisor agreement, identifies relevant ethics approvals that may be required, assists the candidate with submission of ethics applications (if any), and carries responsibility in supporting the completion of candidature within the University’s timeframes.  
3. The requirement of promotor based on the government’s regulation:
   • Holds a Doctor of Philosophy or a combination of qualifications and professional experience that the University considers equivalent; and
   • Is a member of the faculty member of the University employed by the University full-time or part-time under the Decree of the Ministry of Religious Affairs of the Republic of Indonesia on the Civil Public Servant Assignment at the Government Institution; and
   • Is actively carrying out research and publishing in a relevant discipline area.

Appointment of panel and absences

1. Both the Promotor and Co-Promotor must be internal to the faculty. Student may request an external advisor for informal setting between the student and the referred individual.
2. A full supervisory panel is appointed after the student has completed and succesfully passed the dissertation proposal defence unless an exception is approved by the Dean of the Faculty.
3. If a person in a supervisory panel is aware they will unable to perform their responsibilities for more than one semester, he/she should inform the Head of the Program within 10 working days of becoming aware. 
4. In instances of unplanned inability to supervise for more than four weeks or for an indefinite period, departure of the staff member from the University, or a breakdown in the supervisory relationship, a revised panel is appointed within 20 working days of the Dean of the Faculty and the Head of the Program becoming aware of the matter, or within an alternate timeframe as reasonably determined by the Head of the Program.
5. In the event of a change to the student’s supervisory panel, the Head of the Program ensures that the student either has a promotor at all times, or the Head of the Progam or nominee acts as a provisional promotor.
6. The timetable of the consultation is the responsible of the student and subject to be consulted with the panel.