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Academic Career
Applies to the following academic careers
  • ASO School of Engineering
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  • International Undergraduate
  • Master
  • Online Collaboration S1
  • Online Master
  • Online Undergraduate
  • Regular Collaboration S1
  • Undergraduate
  • Undergraduate (Bandung)
  • Undergraduate (Malang)
  • Undergraduate (Medan)
  • Undergraduate (Semarang)
This article is for , lecturer & student
In the final stages of academic journey, communication between students and thesis supervisors plays a crucial role. Many students encounter difficulties not due to poor research quality, but rather due to lack of communication skills. This article is designed to help students build constructive professional relationships with their supervisors.

Why is Professional Communication Important?

Thesis supervisors are academic partners who invest time and expertise for student success. Effective communication offers various strategic benefits:
  • Priority in supervision when handling multiple students
  • More targeted guidance as supervisors understand overall progress
  • Professional network that can open career or further study opportunities
  • Strong academic recommendations for scholarships or employment

Six Pillars of Professional Communication

1. Using Proper and Polite Language

Students are expected to use good and correct English, avoiding informal abbreviations while maintaining politeness.
Inappropriate Appropriate
“Morning sir, wanna ask…” “Good morning, Sir/Madam. May I ask…”
“How’s my revision, Ma’am?” “Madam, do you have time to consult on my revision results?”
“Okay then, thanks sir 👍” “Understood, Sir. Thank you for your guidance.”
Tip: Begin with appropriate greetings and end with thanks and your full name.

2. Comprehensive Self-Introduction

Supervisors typically handle 15 to 25 students. Clear identification will expedite response time.
Introduction Format:
Good morning, Sir/Madam [Supervisor’s Name].
Allow me to introduce myself. I am [Your Full Name], Student ID [Number], from [Study Program], class of [Year].
Currently, I am working on my thesis titled “[Thesis Title]” and am at the stage of [chapter/current progress].
May I have your permission, Sir/Madam, to [communication purpose].
Thank you for your time, Sir/Madam.
Respectfully yours,
[Your Full Name]
Note: After the first introduction, simply mention your name and Student ID as a reminder.

3. Clear Purpose Delivery

Supervisors have limited time. Students are advised to use the SMART technique:
  • Specific: Purpose is not ambiguous
  • Measurable: Has clear success indicators
  • Achievable: Realistic for one session
  • Relevant: Directly related to progress
  • Time-bound: Has clear deadline
Comparison:
Less Effective Effective
“Sir, I want to consult my thesis.” “Sir, I would like to consult on Chapter 3 methodology that I have revised. Are you available on Thursday, April 15, 2026, at 10:00 AM?”

4. Communication Time Etiquette

Students need to pay attention to appropriate timing:
Day Ideal Hours Notes
Monday-Friday 08:00 – 16:00 Priority
Monday-Friday 16:00 – 17:00 Urgent only
Saturday 09:00 – 12:00 If available
Sunday Avoid Academic emergency only
Urgent situations:
  • Final submission deadline within 24 hours
  • Sudden changes in defense schedule
  • Technical issues with academic systems

5. Choosing Communication Media

Students need to select appropriate channels:
Media Usage Expected Response
Email Formal documents, official schedules, file delivery 2-3 working days
WhatsApp/Telegram Quick confirmation, reminders, urgent 1-2 working days
Online Meeting Complex discussions, detailed guidance By appointment
Face-to-Face Intensive guidance, defense By appointment
Email Protocol:
  • Subject: [Thesis] [Student ID] [Name] – [Brief Purpose]
  • Structure: Greeting → Context → Details → Closing → Signature

6. Follow-up Management

Reasonable timeline:
Timeline Action
D+0 Send message or email
D+1 – D+2 Wait for response on working days
D+3 First follow-up
D+5 Second follow-up or use alternative channel
D+7 Contact study program secretariat
Follow-up Examples:
D+3:
Good morning, Sir/Madam [Name]. Apologies for the disturbance. I am [Name], Student ID [Number], following up on my message regarding [topic] sent on [Day, Date]. Would you have time to respond? Thank you.
D+5:
Sir/Madam [Name], I am [Name] following up again regarding [topic]. If you are busy, is there an alternative time or medium that would be more convenient? Thank you for your attention.

Preparing for Supervision with the 3P Formula

Prepare

  • Latest draft printed or shared
  • Specific question list (maximum 5 points)
  • Previous revision notes addressed

Prioritize

  • Rank questions from most critical
  • Focus on progress-blocking issues
  • Prepare alternative solutions for discussion

Proofread

  • Document free from typos and formatting errors
  • References complete and consistent
  • Data and methodology double-checked
Supervision Agenda Template:
Dear Sir/Madam,
Here is my supervision agenda for [Day/Date/Time]:
  1. Chapter 3 Revision – Confirm sampling method changes
  2. Data Analysis – Consult validity test results
  3. Defense Schedule – Coordinate submission plan
Attachments: Chapter 3 draft revision 2, Data processing results
Thank you, Sir/Madam.

Handling Specific Situations

Supervisor Difficult to Reach

  • Contact via secretariat or thesis coordinator
  • Check teaching schedule at Lecturer Service Center
  • Contact via LinkedIn with professional message

Continuous Revisions

  • Ask supervisor to summarize critical points in writing
  • Create revision table with columns: No | Notes | Action | Deadline | Status

Schedule Conflict

  • Offer flexible time options
  • Propose online supervision
  • Coordinate with other supervised students

Difference of Opinion

  • Present supporting literature from reputable journals
  • Discuss trade-offs objectively
  • Follow supervisor’s guidance unless strong academic reasons exist

Conclusion

Effective communication with thesis supervisors is a learnable skill. By applying the six pillars above, students can transform the supervision process into productive collaboration.
Thesis supervisors are partners who invest in student success. Respect their time, prepare thoroughly, and communicate with integrity. The result is not only quality thesis work but also beneficial professional relationships for the future.
Wishing you success in your thesis preparation and studies.