Researcher blogs

The half-time seminar is a significant milestone in a PhD journey at KI. It’s not an exam, but rather an opportunity to get valuable feedback, reflect on your progress, and refine your research plan for the remaining half of your doctoral studies. Here, I’d like to share my experience and some tips that helped me along the way, which I hope will be useful for other PhD students preparing for their half-time.

Getting started: Choosing your committee and setting the date

The first step is the choice of your half-time committee members. This is a committee of three members chosen by your supervisor. The half-time board should include three researchers who are independent of your project and possess adequate subject knowledge. At least one member must come from a different department than yours.  If you, have any suggestions for potential committee members, you can discuss these with your supervisor.

An important aspect to keep in mind is that some members may later be invited to join your dissertation committee. This can work to your advantage, as the committee will already be familiar with your thesis project by that point. Once the committee is confirmed, and the members agree to the date, you and your supervisor will fill out Form 5. This form must be completed and submitted to the administrator of doctoral education at your department for approval from your director of doctoral studies at least five weeks before your half-time seminar date. Also, remember that finishing your mandatory courses is required before your half-time.

Planning and booking the meeting room

After the committee is confirmed and the date is set, it’s time to book a lecture or meeting room. Your supervisor will also announce your half-time on the KI website. Since this is advertised on the KI.se calendar, it can be a great idea to share it on your social media platforms (for example, LinkedIn). This announcement ensures that other colleagues and researchers can attend and offer support.

Writing the half-time report

One of the most challenging parts was writing the half-time report. When I opened the half-time report template for the first time I stared it without typing a single word. It felt overwhelming—how do I start summarizing almost two years of work into a comprehensive document?

What helped me was breaking the writing process into smaller, manageable steps. I got a valuable piece of advice from my mentor: just start by adding bullet points for each section and gradually expand on them. This approach reduced the pressure to write a perfect draft from the beginning. It’s okay to have a rough first draft – don’t strive for perfection initially. Your supervisors’ feedback on your draft will help direct you.

I was also hesitant and worried about the half-time, particularly about how I would introduce my work, prepare the necessary documents, and get ready for the seminar. Talking to my mentor helped clarify many of my concerns, especially about writing the report. He encouraged me to push through that initial block and assured me that my doubts were part of the learning process. This conversation was vital, as it gave me the confidence to start and helped me gain perspective on how to approach the report.

Literature review section of the half-time report: Use available resources

The literature review is a core part of the half-time report, and KI’s library offers excellent support for this. Although I didn’t use this service myself, many colleagues found it helpful. It’s also helpful to check your literature review section against iThenticate, iThenticate helps identify unintentional plagiarism or improper citations, allowing you to refine your referencing and ensure academic integrity before submission. It is not needed to submit the iThenticate report, but rather to learn and discuss your writing style and referencing with your supervisor.

Note: You can access iThenticate using your KI account.

Submitting the report

Once your report is ready, you or your supervisor must send it to your half-time committee along with the necessary attachments. This should be done no later than two weeks before your half-time seminar. Attachments usually include:

• Research plan
• Any publications or manuscript drafts you have
• Registered protocols (if applicable)
• Ladok transcript
• Copy of your Individual Study Plan (ISP)
• Ethical approvals
• Information for the half-time committee
• A copy of the completed Form 5

Preparing for the presentation

When preparing for the presentation, practice is crucial. A good tip is to practice your presentation to people who are not involved in your research to ensure that you present your work clearly. The first version and the first rehearsal doesn’t have to be perfect, so just start from there. Rehearse your presentation multiple times—with your research group, your supervisors, or even your friends. The key is to get as much feedback as possible.

Remember, it’s okay if the first versions aren’t polished; you can always refine them. Each round of feedback is an opportunity to improve, and by the end, your presentation will have evolved significantly from the first draft. I appreciated all the feedback I received during my rehearsals, as it made the final version much stronger.

If you want, you can also plan to take a PhD course on presentation skills. There are some courses at Fubasextern . For example, Mastering Science Communication and Public Engagement: From Research to Resonance and Present Your Research!

The day of the half-time: Stay calm and confident

Once my half-time date was confirmed, I was anxious, but my supervisors reminded me that I’m the one most experienced in my project, it’s not an exam, and the committee is there to provide constructive feedback, not to judge or evaluate me harshly. Keeping this in mind helped me stay calm and approach the seminar as a learning opportunity.

Another tip is to focus not only on what you have done, but also on your future directions. This is an excellent opportunity to get feedback on your research plan for the remaining part of your PhD.

After the half-time: Completing formalities

Once the seminar is over, your committee will fill in Form 5 and sign it, before sending it to the Director of Doctoral Education for signature. After that it will be recorded in your Ladok that you have passed the half-time.

You’ll then need to update your ISP, upload your half-time report and the completed Form 5, and have everything approved by your supervisor/s and the Director of Doctoral Education.

Having a follow-up meeting with your supervisor afterward is also a great idea. It’s a good time to reflect on the feedback, plan the next steps, and outline how to incorporate the committee’s suggestions into your research.

The benefits of half-time

After my half-time, I felt relieved, and much clearer about the path forward. A PhD graduate friend has told me that the literature review she wrote for her half-time report ended up being a solid foundation for her thesis later on.

Celebrate Your Success!

Don’t forget to celebrate this achievement. It’s a significant milestone, and you deserve a break. Take time to relax and recharge before diving back into your research.

And for the memories, don’t forget to take a photo with your review committee! I missed this myself 😁, but it’s a great way to capture the moment and reflect on your journey.

The half-time is more than just a checkpoint; it’s a chance to reassess and get inspired for the second half of your PhD journey.