How to fill in the graduation thesis guidance record form: process material template

Key points of this article

Fill in the guidance records one by one. Write down the date, method, discussion questions, teacher’s opinions and next arrangements each time. Do not concentrate on filling in the notes afterwards.
The task number of the schedule must be consistent with the guidance record and mid-term inspection list. Inconsistency is a common problem.
The guidance record is managed separately from the task book and thesis text: it records the process and does not repeat the content of the thesis.
Use fixed column width tables and unified style layout in Word, and check the header, page number and signature field page by page before exporting PDF.

After entering the thesis writing stage, schools usually require a set of process materials to be left behind. Common ones include guidance records, mid-term checklists and progress schedules. Many students treat them as forms for submission and make up temporary assignments. As a result, the dates do not match, the tasks are written inconsistently, and they do not match the text of the paper. This type of form is often reviewed by the instructor or the college, and if there is a discrepancy, it may be returned and revised.

This article is written for undergraduate students who are doing graduation projects, as well as class study committee members who help organize materials. After reading, you will know what to write in each form, how long it is, how the tables relate to each other, and you will be able to arrange this set of materials neatly and uniformly in Word. The methods in this article are subject to the template issued by the school. If there is a conflict, please give priority to the school's requirements.

How to fill in the guidance record so that it matches the schedule? One sentence conclusion

Fill it out on the same day or the next day after each instruction, add it in chronological order, and make each record correspond to a certain task in the schedule. In this way, during the mid-term inspection, teachers can directly see how far the task has progressed.

your situation	Recommended practices	reason
The school only provided a blank guidance record sheet	Each time a new line is added for guidance, the fixed columns are date, method, questions, comments, and to-do.	Append step by step to facilitate checking the timeline
The schedule has been set for tasks	Reference the task number in the guidance record, such as "Task 2.1"	Avoid two forms each saying its own story
Mentoring is conducted online	Write "online" in the method column and include a discussion point	Explain the basis for the record to make the material more credible
Several issues were discussed in one guidance	Each question is on its own line and share the same date	No confusion when following up on to-dos

Template structure overview

Below is a common composition for most school process materials. The recommended length is for reference only, please refer to the school template for details.

part	what to write	Space suggestion
Basic information	Student name, student number, major, topic, instructor	Header 5–8 items
Guidance record	The date, method, discussion questions, teacher opinions, and student to-do of each guidance	3–5 strips each time, for a total of 8–12 times
Mid-term inspection	Completed content, existing issues, follow-up plans, inspection conclusions	Pages 1–2
Progress plan	Stages, tasks, start and end times, and completion status	1 sheet, 8–12 lines
Signature section	Signatures and dates reviewed by students, advisors, and colleges	1 row or 1 column

How to write each section

Guidance Record Sheet

Each record only contains three types of information: what was discussed this time, what the teacher said, and what you will do next. Example: The date is [month/day], and the method is offline. The question is whether the sample size for the experimental data in Chapter 3 is sufficient. The suggestion is to supplement the [number] group for comparison and delete duplicate charts. The to-do task is to complete the data collection within two weeks.

Avoid just writing empty phrases like "Guidance provided, teacher agreed," as it cannot prove what was discussed. To-do items should be specific enough to check whether they are complete.

Mid-term Checklist

The mid-term inspection focuses on "what has been accomplished, where the blockage lies, and what to do." Just write three things: completed sections (listed by chapter or task number), current issues (specific data, literature, or structure), and follow-up plans (corresponding one-to-one to the remaining tasks on the schedule). Keep the length to 1–2 pages, and do not include the main text of the paper.

Schedule Schedule

The schedule is generally arranged by stage, listing stages, tasks, start and end times, and completion status. Start and end dates should be specific dates, such as "[month/day]–[month/day]", not just "third week". Completion status can be updated during mid-term inspections, but do not change planned dates that have already passed, as this may conflict with guidance records.

Other process materials

If the school requires a process record book or teacher comments, the same set of task numbers and dates should be used. Comments should be written in three paragraphs: "strengths," "needs improvement," and "next step," with 2–3 sentences per paragraph pointing to specific chapters or data, avoiding vague "serious attitude."

Layout in the editor

First, use the "Title" style in Word to set the section names at the top of the table, such as "1. Guidance Records," ensuring the heading levels in each table are consistent.
After inserting the table, fix the column width, set the date column narrow and the opinion column wide, preventing a row from being stretched too long.
Set the table header to "Duplicate Title Row"; when the table is spanning pages, column names are visible on each page.
Unified font size and line spacing, multiple tables use the same style for convenient batch adjustments later.
Replace date formats and task IDs with lookup, for example, unifying all "Task 2" as "Task 2" to reduce inconsistencies.
Before exporting the PDF, check page by page whether the header, page number, and signature field are complete. If you need to collaborate online editing Word-compatible documents, you can use the UniDoc web editor app.unidoc.top, which supports Word-compatible editing and exporting.

Common Writing Issues

Dates are reversed, or the same instruction is split into two dates.
The progress sheet says "Literature Review completed in week three," but the guidance log does not have a corresponding task number.
Mid-term review only lists completed chapters without explaining existing issues.
To-do is written as "Continue editing," without specifying what to change or what to change.
Copying entire paragraphs of the paper abstract or main text into the record sheet, causing the length to get out of control.
The signature field is blank, or the signature date is earlier than the guidance date.

❓ Frequently Asked Questions (FAQ)

1. Do I need to fill out the guidance record form every time?

Generally required. Schools usually use the number of guidance sessions as the basis for process assessment, and recording each session can prove the continuity of guidance. If the school has a low number of repetitions, they should be carried out accordingly.

2. Are the undergraduate thesis advisor's guidance record form and the task book the same?

No. The task statement specifies the topic, objectives, and schedule, and is a document belonging to the project development stage; The guidance record sheet records discussions and revisions during the writing process. The two should remain consistent, but their uses are different and cannot replace each other.

3. Can the mid-term checklist template template be directly copied?

It is not recommended to copy it directly. The title, data, and chapters of the sample essay do not belong to your thesis, so simply applying them may not match the progress chart or main text. You can refer to the structure and fill in your task numbers and actual progress.

4. Guidance is conducted online. How should the records be written?

In the method section, indicate "online" and clearly state the discussion points and teachers' opinions. If the school requires the retention of chat screenshots or meeting minutes, they should be saved as required, with the corresponding date written on the record form.

5. How can formatting process materials avoid messiness after export?

First, fix column widths in Word and set the header repeats. After exporting the PDF, check page by page. The signature section and page numbers are easily pushed open during pagination and require special confirmation.

📝 Summary

The guidance record sheet, mid-term checklist, and progress sheet are a set of interconnected process materials, with the key being consistency between dates, task numbers, and to-do items. Record each instance, specify issues and opinions, and format them uniformly in Word, reducing repeated revisions. The main text of your thesis should still be based on your own research content.

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