Communicating Potensial Supervisor

Direktorat Jenderal Pendidikan Tinggi
Kementerian Pendidikan, Kebudayaan, Riset, dan Teknologi
COMMUNICATION WITH
POTENTIAL SUPERVISOR
Talent Scouting@2021
RUNDOWN SESI
ü90 menit untuk penyampaian materi

ü20 menit untuk tanya jawab
ü10 menit untuk penugasan
Pak Bambang s.d. slide 24, di lanjut Bu Hanifa slide 25 sd. selesai
Talent Scouting - DIKTI @2021

Persiapan Proses komunikasi
TOPICS berkomunikasi dengan potensial
dengan potensial supervisor
supervisor
PART 1 PART 2

PART 1
Planning before contacting potential supervisors
• Firstly, identify your own interests. What are you aiming to achieve with
your Ph.D. research.
• Identify academics to your chosen interest (a kind of doctoral qualification
procedure).
• Up-date your research records (Scopus or google scholar)
• Draw up a list of potential supervisors and perform relevant background
reading about each one. Sometimes researchers can have their own
websites in which you can find more details about their work and
research interests. It may also be wise to read some of their latest
publications. Not only does this give you a better idea as to their speciality
of work, but it also shows commitment if you do establish contact with
them.
What kind of doctoral qualification procedure do I favor?
ØThe traditional procedure, with publication of the thesis after

successful completion of the doctorate.
ØThe cumulative procedure, with the stipulation that the progress of
the work should be documented during the process via the
publication of parts of the findings.

Why contact a supervisor is important ?
ØA supervisor and student must have a very good relationship for ensuring the
student makes consistent progress and successfully manages to present his/her
thesis on time and to standard.
Ø

Why contact a supervisor is important ?
ØThe quality of supervision and the effective supervision of research

students can lead to the student’s successful completion of the PhD.
ØThe student’s requirements from a supervisory relationship are as follows:
(1) personal help: support, motivation, socialising, help in organizing
accommodation and other things which are unrelated to the research;
(2) indirect research related help: providing contacts, both industrial and
academic, providing equipment and initial help in locating references;
and
(3) direct research-related help, namely: critical analysis of work, help
with methodological problems, precise direction and help with the
management of the project.

Good Supervisor
A good PhD supervisor has:

a. a track record of supervising PhD students through to
completion.
b. a strong publication record.
c. active publication in their research field.
d. sufficient time to provide adequate supervision.
e. genuinely interested in your project.
f. provide mentorship.
g. a supportive personality (when serious personal problems begin to
affect their work).
8 Ways to Impress a PhD Supervisor
1. Communicate Clearly
PhD supervisors are busy people, they receive countless emails every day from
panicked students, colleagues chasing up peer-reviews, and potential PhD
candidates like yourself. When you first contact a potential supervisor, stick to
sending them a brief email.
2. Be Knowledgeable About Your Field
All supervisors want a research student who’s knowledgeable and well-read in
their field, as they tend to produce higher-quality work and encounter fewer
problems.
3. Research Them
Looking up the supervisor will give you an insight into their research interests,
what topics they’re currently researching, and whether they’ve made any notable
contributions, be it a publication, a book or a talk at a leading conference.
4. Have a Long-Term Plan

Know what you want to research, why you want to research it, and what you want to
do after having completed your research.
5. Have a Project Plan
If you have the opportunity to discuss a project in more detail with a supervisor,
keep in mind that not all first interactions will be simple introductory meetings.
Some supervisors like to jump straight in and discuss your proposed project, your
methodology, how you plan to collect data, what kinds of challenges you think you
may encounter, etc. Answering these questions in detail will show you’re serious
about the project.

6. Be Proactive
Plan your work, commit to your agreed schedule, and fulfil all your obligations.
Nothing makes a supervisor happier than an active student taking full
responsibility for his or her project. Being proactive assures your supervisor that
your project will advance in the right direction, and when you do need support,
it’s for genuine issues that warrant their time.
7. Document, document, document
One of the simplest ways to impress your supervisor (or any fellow researcher
for that matter) is to document everything clearly and systematically.
8. Network and Promote Your Research
Networking with other researchers within and outside of your university and
promoting your work through conferences, events and journal publications
improves not only your reputation but also that of your supervisors as a likely co-
author.
Finding a Supervisor
Determining your research area
Before searching for potential
supervisors, you should investigate
the research activities that are
currently being undertaken within
the University and find a faculty or
school that align with your area of
interest.
Finding a Supervisor
• Try to discover the following:
–What topics are these professors Identify Potential Supervisors:
Official website,
publishing papers on? Expertise,
–How active are they in publishing Experience,
Availability,
their research? Research agenda,
–Are graduate students included on Publishing,
Collegiality and
the authors lists? interpersonal relationship.
Connecting with a Supervisor (https://www.mcgill.ca/gradapplicants/research-supervision/connecting-supervisor

Interviewing Potential Supervisors

Selecting your supervisor
• The selection of a supervisor is a personal decision. This decision
should be considered carefully, taking the aforementioned points
into account and weighing them up. The decision is even more
critical if you are electing to spend a longer amount of time for the
research for Ph.D. Choose carefully……..

When should I call It's well known
that contacting a
my PhD supervisor? potential PhD
supervisor before
applying to their
position can greatly
increase your chances
of success

How to Develop a Good Relationship with your PhD Supervisor?
1.Get to know your supervisor before you begin your PhD. Many students feel
intimidated by the prospect of a PhD supervisor, especially if the professor in
question is well-known in the field. ...
2.Know what you're expected to do. ...
3.Communicate regularly. ...
4.Remember that you're not the only one to attend to. ...
5.Be honest.

ELEMENTS OF THE Ph.D. APPLICATION
üStatement of Purpose
A statement of purpose (sometimes referred to as a personal statement)
provides the admissions committee with detailed information about your
past, present, and future research.
This document is not about your personal trajectory or experiences;
rather, it makes an argument about who you want to be as a researcher
or scholar, how you are qualified to pursue your proposed work, why
your proposed research or scholarship matters, and why the institution is
a good fit. Selection committees will use the statement of purpose to
assess whether you understand and can contribute to the work
academics in your field do.

üLetters of Recommendation
Most U.S. universities require three letters of recommendation in support
of an application. These letters should be written by scholars or
researchers in your field who know you well and can speak to your
intellectual capabilities and your potential as a scholar or researcher in
depth.
Letters of recommendation are a vital part of your Ph.D. application.
Because writing a strong letter of recommendation takes time and effort,
it is important to ask for a letter of recommendation several weeks, if not
months, in advance of an application deadline.

üCurriculum Vitae (CV)

The CV provides a snapshot of your academic identity to date by
documenting research, teaching, mentoring, and service activities. CV
formatting and content vary by discipline, so read the CVs of Ph.D.
students in your field to identify norms and best practices.
üAcademic Transcripts
You will need academic transcripts from all higher education institutions
you attended.
üTest of English as a Foreign Language (TOEFL or IELTS)
If you are not a native English speaker, you may need to provide
TOEFL/IELTS results. Some universities will waive English requirements if
you received a degree from a U.S./UK university.
üA draft of research proposal.

Need discussion with candidate supervisor.
üApplication Fee
Universities charge fees for Ph.D. applications (in the range of $80-120).
These are typically paid online at the time of application submission.
üFinancial Documents
If you are an international student, you may be required to provide
evidence that you have the financial means to support yourself while you
are pursuing a graduate degree.

Ph.D. APPLICATION TIMELINE
• ONE YEAR BEFORE APPLYING

▪ Decide on a field of study or discipline.
▪ Research institutions and programs.
▪ Speak with your advisor and professors about your interest in a Ph.D. program.
Ask for advice and suggestions.
▪ Visit admission websites and collect information about application
requirements, timelines, funding, and graduate life.
▪ If applicable, start preparing for the GRE.

• THE SUMMER BEFORE APPLYING

▪ If you are graduating with your Master’s degree in the summer, talk to
professors from whom you’d like to get a letter of recommendation. If you
haven’t already, explain that you are applying to Ph.D. programs in the Fall, and
ask if they are able to support you with a strong letter of recommendation.
▪ Take the GRE (if you need or want to).
▪ Based on your previous research, come up with a list of programs you are
applying to. Write down application deadlines and note required materials.
▪ Start working on your statement of purpose.
• THE SUMMER BEFORE APPLYING

▪ If you are graduating with your Master’s degree in the summer, talk to
professors from whom you’d like to get a letter of recommendation. If you
haven’t already, explain that you are applying to Ph.D. programs in the Fall, and
ask if they are able to support you with a strong letter of recommendation.
▪ Take the GRE (if you need or want to).
▪ Based on your previous research, come up with a list of programs you are
applying to. Write down application deadlines and note required materials.
▪ Start working on your statement of purpose.

PART 2
PROSES
KOMUNIKASI
DENGAN
POTENSIAL
SUPERVISOR

Communication skills
Academic communication
a. Oral communication comprises four dimensions (Canale,
Michael, and Merrill Swain, 1980):
✓ grammatical competence (rules of phonology,
orthography, vocabulary, word formation)
✓ sociolinguistic competence (rules for the expression
and understanding of appropriate social meanings and
grammatical forms in different context)

Communication skills
✓ discourse competence (rules of both cohesion-how sentence

elements are tied together via reference, repetition,
synonymy and et.-and cohesive-how the texts are constructed)
and
✓ strategic-competence (a repertoire compensatory strategies
that help with variety of difficulties).
✓ (Canale, Michael, and Merrill Swain, 1980)

a. Academic Writing (Application for a Doctoral Program)
How to email the faculty:

• Subject: “Inquiry from potential graduate
applicant.”
• (a) introduce yourself, (b) inquire about whether they
are taking students, (c) make it clear why you are
interested in that particular faculty member, and (d)
get any advice they might offer.
https://lucklab.ucdavis.edu/blog/2018/9/17/emailing-faculty
Talent Scouting - DIKTI @2021 28

a. Academic writing ....
• Connecting with a Supervisor based on referral of your

colleagues or former supervisors.
• Identify Potential Supervisors: official website
• Expertise, Experience, Availability, Research agenda, Publishing,
Collegiality and interpersonal relationship
Connecting with a Supervisor:

(https://www.mcgill.ca/gradapplicants/research-supervision/connecting-supervisor)

Initial Steps in Communication
(self experience – road to Ph.D.)
• Selected the potential advisors
– Found specific faculty members and consulted with the adviser
– Checked their web site/ Read their scientific publications
• Contacted the potential advisor
– I did it early – before applying!
– Told them: why you are writing and why you find their research
interesting
– Were they accepting any graduate students?
– Was a research assistantship or teaching assistantship
available?
– Send: Curriculum Vitae (Academic resume – long version)

Professor Vs. Doctor Salutation
Professor: The general

rule is if someone’s title In the UK, this applies only Addressing an instructor
includes the word to full professors, not who is not a professor and
professor, then you can lecturers or senior does not have a PhD
(and should) address them lecturers. (such as a TA or lab
as “Professor Last Name.”
instructor) you can call
In Canada and the US, Doctor: Anyone who has them “Mr.” or “Ms”. Unless
this includes assistant, earned a doctoral degree your instructor you
associate, clinical, and can be addressed as “Dr. instructor specifically
research professors, as Last Name”. expresses a preference
well as full professors.
for “Mrs.” or “Miss”, “Ms” is
now the standard English
title for an adult woman—
married or not.

Professor Vs. Doctor Salutation
Mr. and Mrs.: Calling a professor or someone with a

doctorate “Mr.” or “Mrs.” can be disrespectful as it does
not acknowledge the years of work they have done to earn
the title of “Dr.” or “Professor”. This is especially true for
women as “Mrs.” reduces a woman to her marital status
and ignores her academic accomplishments.
https://academicpositions.com/career-advice/what-should-i-call-my-professor (adopted seamlessly)

Dr........ I was hoping you might tell me
Dept ..... whether you are planning to take new
students in your lab in Fall 2019 [or:
College .... …whether you are planning to take
University .... rotation students in your lab…]. I’d
Address ..... also be interested in any other
information or advice you have.
[Possibly add a few more lines here
Dear Dr. XXX, about your background and interests.]
I’m in my final year as a Cognitive Science major
at XXXX, where I have been working in the lab of Sincerely,
Dr. XXX XXX. My research has focused on XXX XXXX
attention and working memory using Dept ...
psychophysical and electrophysiological methods College .....
(see attached CV). I’m planning to apply to PhD University ...
programs this Fall, and I’m very interested in the Address .... a ke
possibility of working in your lab at UC Davis. I p e rtam
Phone/Mobile ...... e ma il
read your recent paper on XXX, and I found your u lis
me n
approach to be very exciting. t o h s o r
s
Con profe
Phone/Mobile ...... lo n
ca
Talent Scouting - DIKTI @2021 Talent Scouting - DIKTI @2021
Praktek
üPraktek Peserta (Dua orang share

screen dan di feedback)

Ways to Create Effective Communication in the
Workplace/University
• Listening to others and showing interest in what they say
• Dealing with telephone conversations appropriately
• Encouraging interest and interaction from others in your
team
• Expressing an opinion or asking a question clearly
• Being able to persuade others
(Beqiri, G. 2017)

• Presentations
Communication
.
are
with your communication
Professor tools that can be
• Informal chats about used as
work or other common demonstrations,
interests. lectures,
• Come to your meeting speeches,
with two or three of reports, and
your own ideas about more.
how to proceed your
research.
(Gosling and Noordam, 2008)

Communication
.
• At the end of
with your the meeting,
Professor thank your
supervisor for
• During the meeting, her time and
take notes and jot immediately
down your send a follow
supervisor's up e-mail that
summarizes
suggestions, assuming
what you
it's okay with her; discussed.
some people find it
disconcerting to have
their remarks written (Gosling and Noordam, 2008)
down.
The admission interview
Q. Why have you chosen your subject to study at this

university?
Q. Why have you chosen our university as opposed to the
others that are available for this subject?
Q. What did you think of your A Level results? Were you
satisfied, or could you have done better?
Q. What are your strengths and how will they help you when
studying your chosen subject at this university?
htContoh interview calon mahasiswa/i Ph.D. https://www.youtube.com/watch?v=dUwN6GI-0EQ

m/watch?v=7IL8EuPNCoE
Praktek
üPraktek Peserta (Dua orang

mencoba menjawab Qs dan di
feedback)

How to approach supervisors for
Article
research opportunities
Jafree, D. J., Whitehurst, K., & Rajmohan, S. (2016). How to approach supervisors for research
opportunities. Annals of medicine and surgery, 10, 110-112.
https://www.sciencedirect.com/science/article/pii/S204908011600025X

How to contact a Supervisor
To pursue research
in, the selection of a • Identify your own
good supervisor is interests: What • Draw up a list of
critical, as the are you aiming to potential
working relationship achieve with your supervisors and
you build with your research. perform relevant
supervisor can
• Identify background
determine the
success of this academics within reading about
research your institution each one.
relevant to your
Jafree, D. J., Whitehurst, K., & Rajmohan, S.
chosen interest.
(2016)

Email to contact a Supervisor • State who you are and
Jafree, D. J., Whitehurst, K., & Rajmohan, S.
what you do, or what
(2016)
• Start the email with
you intend to do.
• Good formatting: “Dear” and end it with
• State how you came to
“Kind Regards”.
Choose an hear about the
Spelling and
appropriate font supervisor
grammar!
size and style; • Promote yourself as a
• A clear subject title:
Allow for adequate strong candidate for
This should attract a
research in the
spacing between supervisor's attention
supervisor's lab.
lines and between to you as a potential
• Reinforce and
paragraphs. research student.
summaries why you
think you are suitable
for the research role

MOTIVATION LETTER FOR THE Ph.D. APPLICATION
• The introduction should (perhaps • Your own academic background
obviously) clearly state which should be explained, including any
program you are applying for. specifically academic achievements
• Your reasons for wanting to do a PhD or awards you may have garnered
and specifically why you wish to do aside from your degrees.
the program for which you've • Finally, your future career plans, and
applied. how your PhD and research proposal
• What impact your proposed research will help you achieve them, could be
will have on the industry, including your closing statement of the
perhaps the gaps in the motivation letter.
literature/research that currently
exist and how your research fills
these in.
Talent Scouting - DIKTI @2021 https://inomics.com/advice/sample-motivation-letter-for-your-economics-phd-application-736635
To Whom It May Concern, I studied Business Management for my BA
at Kingston University and during this time
I am writing to express my interest in I developed a particular interest in the
pursuing a PhD in economics at relationship between government policies
Imperial College London. affecting small businesses and economic
outcomes country-wide. Furthering this
I am particularly keen to apply for the interest, my BA thesis, which was
doctoral program in the economics supervised by Prof. Helen Smith, used
statistical techniques to analyze the rate
department at Imperial as its research of growth of small businesses before and
interests are an excellent match for my after new legislation regarding wages was
academic background. put into place. My aim was not only to
consider the ethical arguments regarding
minimum wages and small businesses, but
also to find evidence about whether
policies encouraged or discouraged the
growth of small businesses.
After completing my BA, I undertook an I now wish to continue my academic
MSc in economics at University College career with a PhD in economics, and I
London. From this course I gained cannot imagine a better place to study this
deeper knowledge of statistics and than the business school at Imperial. I
modelling, which I made use of in my admire the economics department’s
thesis project – an investigation into commitment to both fairness and to
accuracy, and I wish to further my work on
how the number of people employed
minimum wage increases and small
by a small business affects the ability
businesses in a way that respects both the
of that business to weather changes in dignity of workers and the needs of
wage laws. My aim throughout this business owners. I particularly wish to
project was to gather more evidence work with Dr. Jane Brown, whose work on
on the effect of new wage laws on the small business ethics has been a great
long-term stability of small businesses. source of inspiration for me.
This research has the potential to Owing to my extensive knowledge of small
contribute to the theoretical models of business and wage laws, and my
experience with statistical analyses and
small business growth in economics,
modelling, I am confident that I can
but it also can contribute real-world complete the research project which I
value to policymakers and small have proposed to a high standard. While
business owners. As small businesses both my previous thesis projects were on a
are often touted as the counterbalance smaller scale, I have recently been
volunteering as a research assistant in a
to the move towards large
co-operative project focussing on cultural
multinational corporations due to differences in small business creation,
globalisation, greater understanding of which has given me experience on large-
how to support these small businesses, scale projects too. This experience has
and how to help them grow, will only helped me to plan out the time for my PhD
realistically and confidently.
become more valuable in the future.
After completing the PhD, I plan to
either pursue a postdoc placement
within academic economics, or to work
as a consultant for small business
associations and policymakers. I
believe that with my knowledge and
experience in this increasingly
important field, I can make important
contributions to both the Imperial
Business School and wider discipline of
economics. I hope to be considered for
this position.

Rujukan
• Canale, Michael, and Merrill Swain. “Theoretical Bases Of Communicative Approaches To
Second Language Teaching And Testing.” Applied Linguistics, I, no. 1, 1 Mar. 1980, pp. 1-47,
doi:10.1093/applin/i.1.1. Link: https://academic.oup.com/applij/article-abstract/I/1/1/181953
• Gosling, P. Noordam, B. Mastering Your Ph.D.: Better Communication With Your Supervisor.
Jun. 27, 2008. Link: https://www.sciencemag.org/careers/2008/06/mastering-your-phd-better-
communication-your-supervisor#
• Ting, S. H., Marzuki, E., Chuah, K. M., Misieng, J., & Jerome, C. (2017). EMPLOYERS’VIEWS
ON IMPORTANCE OF ENGLISH PROFICIENCY AND COMMUNICATION SKILL FOR
EMPLOYABILITY IN MALAYSIA. Indonesian Journal of Applied Linguistics, 7(2), 315-327.
• Beqiri, G. The Importance of Communication Skills in Business. Virtual Speech. September 24,
2017. https://virtualspeech.com/blog/importance-of-communication-skills
• Connecting with a Supervisor (https://www.mcgill.ca/gradapplicants/research-
supervision/connecting-supervisor
• https://lucklab.ucdavis.edu/blog/2018/9/17/emailing-faculty

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Direktorat Jenderal Pendidikan Tinggi

Kementerian Pendidikan, Kebudayaan, Riset, dan Teknologi

ü90 menit untuk penyampaian materi

Talent Scouting - DIKTI @2021

Talent Scouting - DIKTI @2021

ØThe traditional procedure, with publication of the thesis after

Talent Scouting - DIKTI @2021

Talent Scouting - DIKTI @2021

ØThe quality of supervision and the effective supervision of research

Talent Scouting - DIKTI @2021

A good PhD supervisor has:

4. Have a Long-Term Plan

Talent Scouting - DIKTI @2021

Connecting with a Supervisor (https://www.mcgill.ca/gradapplicants/research-supervision/connecting-supervisor

Talent Scouting - DIKTI @2021

Talent Scouting - DIKTI @2021

Talent Scouting - DIKTI @2021

Talent Scouting - DIKTI @2021

Talent Scouting - DIKTI @2021

Talent Scouting - DIKTI @2021

Talent Scouting - DIKTI @2021

üCurriculum Vitae (CV)

üA draft of research proposal.

Talent Scouting - DIKTI @2021

• ONE YEAR BEFORE APPLYING

Talent Scouting - DIKTI @2021

• THE SUMMER BEFORE APPLYING

• THE SUMMER BEFORE APPLYING

Talent Scouting - DIKTI @2021

Talent Scouting - DIKTI @2021

Talent Scouting - DIKTI @2021

✓ discourse competence (rules of both cohesion-how sentence

Talent Scouting - DIKTI @2021

How to email the faculty:

Talent Scouting - DIKTI @2021 28

• Connecting with a Supervisor based on referral of your

Connecting with a Supervisor:

Talent Scouting - DIKTI @2021 29

Talent Scouting - DIKTI @2021

Professor: The general

Talent Scouting - DIKTI @2021

Mr. and Mrs.: Calling a professor or someone with a

https://academicpositions.com/career-advice/what-should-i-call-my-professor (adopted seamlessly)

üPraktek Peserta (Dua orang share

Talent Scouting - DIKTI @2021

Talent Scouting - DIKTI @2021 35

Talent Scouting - DIKTI @2021

Q. Why have you chosen your subject to study at this

htContoh interview calon mahasiswa/i Ph.D. https://www.youtube.com/watch?v=dUwN6GI-0EQ

üPraktek Peserta (Dua orang

Talent Scouting - DIKTI @2021

Talent Scouting - DIKTI @2021

Talent Scouting - DIKTI @2021

Talent Scouting - DIKTI @2021

Talent Scouting - DIKTI @2021 https://inomics.com/advice/sample-motivation-letter-for-your-economics-phd-application-736635

Talent Scouting - DIKTI @2021 48

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