Naming the supervisor on the consent form for research
Participants are agreeing to be interviewed by a student. It is reasonable for them to know who is overseeing that work academically. Naming the supervisor on the interview consent form gives participants a point of accountability beyond the student.
This transparency is also typically expected by university ethics committees reviewing the application. It ensures that the informed consent form meets the rigorous standards required for academic research involving human participants, and it mirrors what a research consent form expects.
University ethics approval, not a standalone IRB
Most dissertation research goes through a departmental or faculty research ethics committee. While this differs from a separate institutional review board, the underlying principles are similar. Record the approval reference number on the form so it can be traced.
You should use whatever wording your particular committee's template requires. This varies more between universities than it does for IRB-governed studies. If you are unsure, consult our guide on how to write an interview consent form for layout tips.
Thesis deposit in an open repository
Many universities require completed theses to be deposited in an institutional or national open-access repository. This is often permanent, with no option to withdraw the copy later. This is materially different from medical consent forms where data might be handled differently.
Participants should understand this public archiving before they agree to being quoted. Unlike a journal article that might be updated or retracted, a thesis deposit forms a permanent record of the student's academic work and the data collected.
- Explain that the thesis is likely to be publicly accessible online indefinitely
- Confirm whether an embargo period is available and for how long
- State clearly that anonymised quotations will form part of that permanent record
Data retention after the student graduates
A student's access to university systems typically ends when they graduate. However, the data they collected does not simply disappear. It is usually retained by the university under its normal research data policy, sometimes for several years.
A participant interview consent form should make this clear. Participants should know that the person they spoke to may no longer be the person responsible for their data, and who the university's continuing point of contact will be.
Discussion at the viva
For PhD research specifically, findings may be discussed at the viva voce examination. This includes anonymised material drawn from qualitative interview consent form sessions. The examination is conducted in front of internal and external examiners.
This is a limited, professional audience rather than public disclosure. However, it is still a use of the participant's material that is worth naming explicitly. It ensures the participant is fully aware of how their contributions will be evaluated.
Practical differences from a funded research project
Dissertation fieldwork is usually unfunded, single-researcher, and time-limited to the length of the degree. That changes a few practical details. There is rarely a research team to hand data to if the student is unreachable.
Building in the supervisor or department as an ongoing contact matters more here than in a larger project. Ensure your form reflects these institutional realities. For a practical example, see our interview consent form sample adapted for student use.