Annual Reports

The annual report exists to identify problems while there is still time to correct them. It is not accountability — it is a monitoring tool.

A useful report shows:

• What was done in relation to what was planned
• What changed and why
• What will be done next

Reports that just list activities without connecting them to the original plan do not allow evaluating progress.

The Regulations establish that programs must maintain mechanisms for monitoring student progress:

• Verify compliance with goals established in the project
• Identify difficulties and offer support
• Ensure the student is progressing adequately
• Avoid delays in course completion

Programs have autonomy to define the form and frequency of monitoring, as long as they guarantee continuous evaluation of academic and scientific performance.

Annual reports are instruments for monitoring student progress. They allow evaluating whether the project is developing as planned and identifying eventual difficulties before they become critical.

Frequency:

• Annual, according to deadlines defined by CCP or funding agency

Responsibility:

• Preparation is the student’s responsibility
• The supervisor must evaluate and issue an opinion
• The advisor analyzes and evaluates the report

Consequence of non-compliance:

• Failure to submit reports within established deadlines may result in dismissal from program

The annual report must contain the following sections:

Content of “Activities Completed” section:

• Courses taken and grades obtained
• Experiments performed and results obtained
• Publications, conference presentations
• Technical training and internships
• Participation in scientific events
• Other relevant activities

Students with funding agency scholarships (FAPESP, CAPES, CNPq) may submit reports in the format required by the agency, as long as it contains essential information.

Minimum requirements:

• Description of activities performed
• Results obtained
• Planning for the following period
• Supervisor’s opinion

Note: Even when using the agency format, the student must ensure that all information required by the Program is included.

Evaluation Process:

1. The student prepares the report and submits to the supervisor
2. The supervisor evaluates and issues an opinion
3. The report is forwarded to the advisor
4. The advisor analyzes and evaluates the report
5. The result is communicated to the student

Evaluation Criteria:

Possible Results:

• Approved: The student is progressing adequately
• Approved with recommendations: The student must implement suggested adjustments
• Failed: The student is not progressing adequately

If the report is failed by the advisor, the student has the opportunity to correct the identified deficiencies.

Procedure:

1. The student receives the opinion with the reasons for failure
2. Must submit new report within 30 days after result disclosure
3. The new report must incorporate the recommendations and corrections indicated
4. The advisor evaluates the report again

Consequences:

• First failure: The student has 30 days to submit a new report
• Second consecutive failure: The student is dismissed from program

How to respond to the opinion:

The new report must show that the opinion was read and used. This means:

• Identify each point raised
• Indicate where the change was made (or explain why it was not possible)
• Do not repeat the same text with cosmetic adjustments

Responding to the opinion with abstract arguments does not improve the report. Responding with concrete revisions does.

The advisor is a doctoral degree holder designated by the CCP to monitor the development of the student’s research project. Each student must have 1 or 2 advisors.

For more details, see the Advisory page.

Designation:

• The supervisor and student prepare a list with 4 names of potential advisors
• The CCP designates the advisor(s) considering adequacy to the project and number of students already advised (maximum 5)
• Deadline: up to 60 days after first enrollment (submitted with research plan)

Advisor Responsibilities:

• Evaluate the research plan and annual reports
• Evaluate summaries for courses and qualification
• Meet with the student at least once a year
• Sign the meeting form
• Communicate any identified problems to the CCP

Restrictions:

• Cannot be the student’s supervisor or co-supervisor
• Can advise a maximum of 5 students simultaneously

Annual meeting: The student must meet with the advisor at least once a year. It is recommended that the supervisor not participate, so the student can openly discuss the project’s progress.

Deadlines for report submission are defined by CCP or funding agency.

For scholarship holders:

• Follow the funding agency calendar (FAPESP, CAPES, CNPq)
• Students with external scholarships may submit reports in the agency format

For non-scholarship holders:

• Follow the calendar defined by CCP
• Consult the secretariat for specific dates

Tips:

• Keep updated records of your activities throughout the year
• Do not leave report preparation until the last minute
• Request the supervisor’s opinion in advance
• Check deadlines in advance and plan accordingly