Part 1: Project proposal

The process described on this page follows after the process in the step Preparation. The duration of the Research Project starts now. This part is called 'Data Science Project Proposal' in Osiris (INFOMDASC1).

Follow the instructions on this page to complete Part 1: Project proposal.

Part 1 comprises 15 EC and focuses on the project proposal. Although the name proposal may be a little misleading, this part is more than simply a proposal. It is intended to include all this work that is necessary before devising the actual solution to a research problem, for example the literature study. Its minimum duration is 10 weeks of full-time work. After you done this, Part 1 will give a Go/No-go decision towards Part 2.

Step 1: Create a project proposal document

A project proposal has to include:

An introduction to the problem the Research Project deals with.
In particular, it is explained here why the topic is interesting, why it is important, who would be interested in it, why it is technically challenging to be a Research Project, and why it is now the time for such research work. The produced text will become the introduction of the thesis document.
A literature study so that one obtains a complete overview of the existing works, before starting to develop the solution to the problem at hand.
This should not be simply references to published work but should explain the approaches in a complete and comprehensive way, such that someone who reads this part of the document will have a good understanding of what related studies and solutions have been done and how they work. Note that this part will become the 'Related Work section' in the final thesis.
A formulation of the research questions and a formal specification of the problem statement.
This will also help in the subsequent steps to stay focused on the actual challenge at hand. This part can be later become a problem statement section in the final thesis document.
A plan of how the research will be conducted
I.e., how the solution will be developed, what datasets will be used, and how the outcomes will be experimentally evaluated.
A completed Ethics and Privacy Scan (see below for details).
Failing to complete this scan may result in an automatic falling (no-go) decision of Part 1 of the Research Project.

Ethics and Privacy Quick Scan (mandatory)

By the end of the Part 1 phase of your project, you must submit the Ethics and Privacy Quick Scan. This document helps you identify any ethics or privacy issues with your project and to address them on time, before starting your main Research Project work in Part 2.

Submitting the Ethics and Privacy Quick Scan before the start of Part 2 of your project is mandatory.

All information about the Ethics and Privacy Quick Scan

When you submit the Qualtrics version of the scan, you and your project supervisor/first examiner will receive the ethics and privacy scan outcome report by email and as a PDF. In case no issues have been found, or if your project supervisor/first examiner already has ethical approval for their line of research in which the master thesis will take place, then the Part 2 project phase can start from an ethics and privacy perspective.

Keep the Quick Scan report

If the Quick Scan does not provide any warnings regarding your project you can add “The Ethics and Privacy Quick Scan of the Utrecht University Research Institute of Information and Computing Sciences classified this research as low-risk with no fuller ethics review or privacy assessment required” to your Part 1 document, as well as your thesis manuscript and eventual publications.

Please also attach the anonymized Quick Scan report as an Annex to Part 1 of your thesis. For more details, please see 'Guidance'-section of the Ethics and Privacy website.

Tips to complete the Ethics and Privacy Quick Scan:

Read the Word version of the Quick Scan. Do this early, as some participants/data/topics raise more ethical and privacy concerns than others. Consider beforehand the possible issues and adapt your research questions and research designs if needed, in agreement with your supervisor.
Once you and your project supervisor/first examiner are satisfied with the outcome, submit the Quick Scan using the Qualtrics version, also found on the aforementioned Ethics and Privacy website.

Step 2: Assessment Criteria

All the above you have to describe in a document that you deliver to the project supervisor/first examiner. They will provide feedback, evaluate it and based on the evaluation provide a Go/No Go decision. This decision will be entered in Osiris. The assessment is based on the scientific quality, the writing skills, and the planning.

Experiment and evaluation type project

The above description assumes a type of a project that is developing a solution to a research problem. In some cases, a thesis may be of a different type. It may be an “experiment and evaluation” type, or a study. In these cases, a number of existing works from the literature are studied, evaluated and compared to reach to some research conclusions. In these cases, the exact format of the sub-part 1 above and of the expected Research Project in general will be determined by the project supervisor/first examiner.

In these rubrics (part 1) you can find more detailed criteria. Use this document only as a guideline. If one of your examiners/supervisors is not from the Faculty of Science, please share this document with them.

From 1 September 2025:

This is what you need to do if you foresee a delay of your Research Project or extension/addition to the project is necessary.

The protocol*

Please carefully read the entire delay protocol (pdf)*. Make sure to also discuss this document with your examiner(s).

Some important remarks:

You must submit the extension request before the original end date.
You can receive multiple extensions if necessary, but each extension has a maximum duration of three months.
If the end date is exceeded and you did not submit an extension request, you lose the right to graduate cum laude.

Possible reasons for an extension

There are different reasons why you might need an extension. Check below which category belongs to you, so you know which approvals to obtain:

Personal circumstances: there are (unforeseen) circumstances in your or your examiner(s)’ personal life.
Study-related circumstances: circumstances that affect your study planning, e.g. you are following extra courses or an internship at the same time.
Project-related circumstances: unforeseen circumstances in your project, e.g. when working together with a company.

Note: The absence of positive or significant results, new insights within the research group, the writing of a scientific article, and other aspects of daily research practice are not considered valid reasons for requesting an extension.

Steps to submit an extension request

Discuss and agree on a new end date with your first and second examiner. Important: the end date refers to the date on which your grade is registered by your examiner, not the date on which you submit your thesis.
Obtain the necessary approval statements. This can be a screenshot of an e-mail or Teams chat that shows the person in question agrees with the new end date.

Personal: project supervisor/first examiner, second examiner, study advisor

Study-related: project supervisor/first examiner, second examiner, study advisor

Project-related: project supervisor/first examiner and second examiner. For second or later extension in this category, also an approval from the study advisor and programme coordinator is needed.

Start the Osiris Case via Osiris Student > ‘My Cases’> ‘Start Case’ > ‘Request to the Board of Examiners’ > New end date thesis project and complete all the information.

The Research Project Coordinator will review your request for an extension. You will receive a notification of the outcome. If the extension is approved, the end date of your research project will be changed in Osiris.

Why do I need to receive approval to extend my end date?

Please note: In most cases, especially when personal circumstances are involved, your request will be approved. The extension request serves as a tool to identify potential issues early on and, if necessary, guide both you and your examiners toward appropriate support.

Questions?

Contact your study advisor and/or the research project coordinator.

Step 3: Go/No-go decision

Your project supervisor/first examiner and second examiner will complete the rubrics in Osiris and give a Go/No-go decision towards Part 2 so the student can continue with their project.

About the Go or No-Go decision

There are three options for the Go/No-Go decision:

Sufficient: means that you automatically continue with part 2.
Insufficient with re-take exam: means that your project supervisor/first examiner explains which parts need improvement. A date to re-evaluate part 1 will be set. After re-evaluation, your (first) supervisor/first examiner will send the updated assessment to the Student Desk.
Insufficient without re-take exam (fail): means that you have failed on the above-mentioned learning goals and have to abort the research project. Your project supervisor/first examiner will report his/her findings to the programme director who will invite you and the Study Advisor. The programme board, after consulting you and possibly other people, will decide whether starting up a new project will make sense.

Colloquium (INFOMCDASC)

Once Part 1 of the Research Project has been completed, a colloquium needs to be held.

Proceed to 'Colloquium' ⋙

Proceed to 'Part 2: Completing your thesis' ⋙

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