A recurring concern among PhD students, especially in their third or fourth year, is whether they will graduate before their contract ends. Their worries are justified. A recent report by the Promovendi Netwerk Nederland (PNN; the Dutch interest group for and by PhD candidates) highlights that the majority of PhD students in the Netherlands do not finish within their four-year contract [1]. Many are forced to complete their PhD while working full-time or in financially precarious situation.

This surprised me when I moved to the Netherlands for my postdoc. In Switzerland, PhD contracts range from three to five years, and students must defend their thesis before their contract expires. It was baffling to hear of PhD candidates working as postdocs without having defended their thesis or struggling financially while writing their dissertation at home.

Two concerns are usually raised by PhD students about delays in their PhD: immense stress and anxiety, and the feeling that their supervisors largely dictated their timeline despite their hard work.

One key issue is that many PhD projects, especially those funded externally, are overly ambitious and often unrealistic within four years. People forget that PhD students are not expert research technicians but researchers in training. They need time to develop subject knowledge and learn methodologies for data acquisition, analysis, and interpretation. Additionally, project plans rarely account for setbacks such as failed experiments, instrument downtime, or teaching duties. Given the competitive nature of research grants, proposals often prioritize a ’wow’ factor over feasibility, leading to unrealistic timelines.

This needs to change. Supervisors must recognize the consequences of this approach – not just on productivity but also on students’ mental health. PhD candidates are not cheap research laborers. They require adequate training in many aspects, including research, but also academic writing. Since writing scientific articles is a skill that takes time to develop, students and supervisors should agree to start drafting publications early in the PhD process.

It should not be considered normal for PhD students to miss their contract deadline. Nor should they be reassured with empty phrases like ‘It will be fine, you’ll manage after your contract ends’. Such a response lacks empathy and ignores their legitimate concerns. Supervisors and graduate schools must take responsibility for ensuring timely PhD completion. 

My call to supervisors:

• Plan realistically. Account for startup time (6-12 months) and wrap-up time (3-6 months). A PhD is not four years of uninterrupted research. When applying for grants, consider whether the project plan allows for training, writing, and potential setbacks. Are the work packages truly feasible within four years?
• Ensure high-quality supervision. You agreed to supervise a PhD student, not an experienced researcher. This means providing mentorship, guidance, and timely feedback. Writing skills take time to develop, so constructive input on drafts is essential. Supporting PhD students benefits you too – when they publish and graduate on time, your metrics improve, your chances of securing grants increase, and your department benefits financially. Mentorship also means helping students prepare for their post-PhD career, not just pushing them for research output.
• Set clear and realistic expectations. Define thesis requirements early. Avoid hidden workloads by being transparent about expectations, publications, and additional tasks. PhD students need time to write their thesis before their contract ends – do not expect them to conduct experiments until their final day.

My call to PhD students:

• Be proactive and set clear goals. Define your milestones from the start and check in regularly with your supervisor. Communicate your needs when it comes to feedback and make sure you know the official and unofficial expectations for graduation in your department.
• Start writing early and plan for it. Writing is a major cause of delayed graduations. Do not assume you will have unlimited time post-contract. Reserve dedicated time for writing throughout your PhD, not just at the end. In your final year, make a structured plan for thesis submission, including all necessary administrative steps.
• Learn to say no. Many supervisors will ask you to take on extra projects, tasks, or experiments. Be mindful of your workload and don’t hesitate to decline requests that may delay your graduation. Protect your time and prioritize your own PhD.
• Seek support when needed. If communication with your supervisor is difficult or if you face challenges finishing on time, reach out for help. This could be another trusted faculty member, an advisor, a university counselor, or external mentors. International students and those with health conditions may face additional hurdles – getting support early can make a significant difference.
• Balance research with career planning. Your PhD is a step in your career, not the final goal. Engage in professional development but remain strategic to avoid distractions that significantly delay your thesis.

The current system does not set PhD candidates up for success within their four-year contracts. Unrealistic project planning, incomplete supervision, and unclear expectations often contribute to delays.

But change is possible.

Supervisors play a crucial role in shaping feasible PhD trajectories, while PhD students should be equipped with the tools and agency to navigate their own timelines effectively. Institutions, too, must acknowledge these structural challenges and work toward policies that support timely and sustainable PhD completion.

A PhD should be rigorous and intellectually stimulating - but it should not come at the cost of financial insecurity or excessive stress. By working together, we can create an academic environment where timely completion is the norm, not the exception.

Reference:

[1] Promovendi Netwerk Nederland, Four Years of Contract, Five+ Years of Work, published on 21st March 2025