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1 The PhD in 5 Easy Stages Application and Enrolment Six Monthly Reports From Proposal to Full Registration Submitting Thesis PhD Oral 1. Application and Enrolment 2. Have you discussed your postgraduate options? 3. Have you thought about your research interests? 4. Have you identified potential supervisors? 5. Have you referred to the School and Faculty of Graduate Research websites? 6. Have you completed all of the application forms and attached relevant documentation? Deadline: 1 March to enrol by 1 May 1 July to enrol by 1 September 1 November to enrol by 1 February PhD Application submitted to Faculty of Graduate Research (FGR) FGR refers application to Postgraduate Committee (PGC) PGC Panel reviews PhD applications PhD Application accepted? FGR and FoS are informed of outcome Student is accepted into PhD YES NO Within 1 Month of acceptance Student contacts FGR with Unconditional offer of Study and then completes enrolment with FoS. Student sees the PG Admin with: Confirmation of enrolment 150 hour Scholarship plan (if applicable) PG Admin provides access to facilities and resources in the School.

2 2. Six Monthly Reports Note: The only students exempt from the six monthly report are those enrolled for less than 30 days ie. at either 1 May or 1 November. Students who have recently submitted and are awaiting their oral must complete a report for the six month period leading up to submission (where questions don t apply answer Not Applicable ). Student downloads application form from FGR website Student reports on progress to date Supervisor reports on progress of student Deadline: By the first week of May By the first week of November Signed, completed form is submitted to PG Admin Note: Any problems or issues can be raised with PGC or Head of School PG Administrator checks each report PGC reviews and comments on report PG Admin copies docs. and attaches to file. Original is forwarded to FoS End of May End of November Note: Any problems or issues which seem systemic can be resolved by Associate Dean (Students) FoS. FoS holds all Six-monthly reports

3 3. From Proposal to PAM to Full Registration 7 Months Note: Refer to the section Convening the Panel on page 3 of the document Moving from Provisional to Full PhD registration Supervisor/s identifies potential panel members and discusses with PGC. 8 Months PGC and Supervisor finalises panel. PG Administrator advised Student submits Research Proposal to PG Administrator Panel reviews proposal Student s Research Proposal ready for PAM? REVISIONS Supervisor and Student prepare and practise YES NO Supervisor will arrange date, time, room, equipment, advertising Supervisor convenes PAM and informs PG Administrator of arrangements 11/12 Months Chair will provide all documentation required for PAM. Proposal Assessment Meeting (PAM) PGC Committee Member will chair Panel Reaches decision on PAM

4 PG Administrator informed of outcomes OUTCOME I. That the Student proceed immediately to full registration II. That the Student revise and resubmit your proposal III. That the Student transfer to a Master s degree OR IV. That the Student s registration is terminated The Panel Chair will: advise the student and supervisor of the Panel s notify the PGC Chair of the Panel s Recommendation submit completed paperwork ASAP to PG Admin Panel Chair will advise the PGC Chair of Advise student orally Advise student orally and in writing with deadline Panel Chair & PGC Chair advise student of If deadline is more than 3months advise PG Coordinator immediately and PGC seeks extension for provisional enrolment Panel & PGC Chair etc meet student ASAP Advise PG Chair Revise & resubmit proposal to PG Administrator PGC make final to Dean. PG Chair advises Dean Panel approves Panel requires new PAM Student moves from Provisional to Full Registration Advise PG Chair Second PAM convened as for the first PAM Recommend to PG Chair III. or IV.

5 4. Submitting the Thesis Note: Funding is available to support students submitting thesis, in addition there is funding for completion phase, however students can only apply for one not both sources of funding. Refer to FGR website. 3 Months prior to submitting Student and Supervisor identify deadline to submit Supervisor completes Request for Approval of Examiners Form and readies required doc Request for Approval of Examiners form submitted to PG Admin PGC consider examiners. Request signed by PGC and forwarded to FGR weeks prior to submitting Student advises supervisor and PG Admin of intent FGR Approved Examiners Thesis Deadline Student prepares three soft bound copies of thesis and pdf. ready to submit. Supervisor signs documentation required for thesis submission Student submits thesis and documentation to FGR FGR forwards thesis to examiners Once the thesis has been submitted students are considered Under Examination 2. An oral examination date is tentatively set soon after submission 2 4 months after submitting FGR Is the thesis ready for PART 2 of the exam? (oral defence) Examiners Reports received by FGR Ongoing access to School resources YES NO REVISIONS Resubmission Student prepares for PhD oral FGR forwards reports to student and supervisor

6 5. PhD Oral Links: Student defends in PhD Oral Examiners reach a decision on Oral OUTCOME I. That the Student be awarded the PhD subject to preparing a corrected copy and making if desired other improvements as suggested II. That the Student be awarded the PhD subject to satisfying the conditions set out in the examination report, preparing a corrected copy of the thesis and making other improvements as suggested III. That the Dean FGR consult with the chair of the oral and seek information from appropriate interested parties in order to determine the outcome of the examination Amendments overseen by School Committee (usually including PG Coordinator/HoS and Internal Examiner) Chair notifies FGR FGR Confirms Thesis prepared for submitting to university Deposit hardcopy and electronic copy to the University Library. Inform PG Admin If the is 3, the Dean FGR may determine any one of the following: that you be awarded the PhD subject to meeting the conditions set out in the examination report (equivalent to number 2 above) that you be declined a PhD, but invited to revise and resubmit the thesis for a second examination that you be declined a PhD, but offered a Master's degree, subject to meeting any conditions in the examination report (or in an amended version of the report) that you be declined a degree, with no further option or conditions. Graduation!