RESEARCH DEGREES HANDBOOK

Transcription

1 RESEARCH DEGREES HANDBOOK OCTOBER 2015

2 Contents 1 Introduction Abbreviations Key support roles and services for research degree students Research Degree Supervisors The Research Graduate School Research Student Training Programme Research Institute and Faculty Leads for Research Degree Studies Research Degree Students Responsibilities, Attendance and Supervision Responsibilities of a Postgraduate Research Student Attendance requirements Supervision meetings Training needs analysis Other support services for research students Learning Resources: Libraries, VLE (BREO), study support, etc Student Information Desk (SiD) Student Support Postgraduate Research Student Forum Careers and researcher development Accommodation Health Support for International Students Treehouse and community faith Campus maps and inter-campus travel Authorised Leave Annual leave for UK and EU students (International students should additionally refer to RDH, section 7.4.1) Maternity, paternity and adoption leave Sickness Interruptions to the standard research degree journeys Suspension of studies Extensions Withdrawals Work spaces, safety and working out of hours Research Degrees Handbook October

3 7 Matters affecting International Students Visa requirements to demonstrate engagement with studies Residence requirement ATAS (Academic Technology Approval Scheme) Authorised absence Annual leave and monitoring engagement (International students) Authorised absence Maternity, paternity and adoption leave (additional information for International students) 18 8 Important documents Research Degree Regulations Fees Bursary Students Agreement Policy on Staff Postgraduate Research Degree Registration at the University of Bedfordshire Concordat to Support Research Integrity Other policies Code of Conduct Academic Offence and Research Misconduct Academic Progress Panel Annual Monitoring Complaints and appeals Lone working Other documents Important Committees Research Degrees Committee Research Ethics Committees Research Ethics Scrutiny Procedures The Research Degree Journey How to write your thesis from the very beginning MA (Res) or MSc (Res) typical journey MPhil typical journey MPhil/PhD registrations and direct entry PhD registrations: typical journeys PhD by Published Works Research Degrees Handbook October

4 11.6 Professional Doctorates Examination Process Submission of Thesis The Viva Voce Examination Appendix 1: Doctoral and Research Master s qualification descriptors Appendix 2: Getting started with RGS Online Appendix 3: Research Degrees Committee purpose and remit Appendix 4: Ethics and Research Practice Appendix 5: Intellectual Property Rights Appendix 6. Important contacts during your postgraduate degree journey Finance International Office International Office, Campus Centre, University of Bedfordshire, Park Square, Luton, LU1 3JU. United Kingdom. Drop-in: Luton: 9.30am 16.30pm Monday to Friday, next to LRC on Level 1. Telephone: us at: intstudent.experience@beds.ac.uk Language Centre Research Graduate School Student support Students Union Study Hub and Personal Academic Development Research Degrees Handbook October

5 1 Introduction Welcome to research degree study at the University of Bedfordshire. We hope that your time as a research student is stimulating and successful. This handbook provides an overview of the research degree journey, highlights services and facilities that you may want to access and links to key documents or web sites that you may find useful. We recommend that you keep this document for future reference. Later in your research degree journey you will also be able to access the most up to date research degrees handbook through the Research Graduate School community on BREO. 2 Abbreviations BREO DS FT PEP PT RDC REC RID RGS RDH Bedfordshire Resources for Education Online, our virtual learning environment Director of Studies (i.e. first/main/lead supervisor) full-time pre-approved extension period part-time Research Degrees Committee Research Ethics Committee Research Institute Director Research Graduate School Research Degrees Handbook Research Degrees Handbook October

6 3 Key support roles and services for research degree students 3.1 Research Degree Supervisors Most research students have two supervisors. 1 Your main supervisor is known as the Director of Studies (DS) or First Supervisor: this is usually the supervisor with whom you work most closely. You will also have a second supervisor: 2 who you would normally meet with less often than your DS, although supervision patterns vary between disciplines and even between teams within disciplines. Your supervisors are your main contacts throughout your research degree journey. They will work alongside you to refine your research degree study because your initial research idea must become a viable research study; that is one that: will meet the assessment criteria for a research degree (see RDH, Appendix 1) can be completed within the time available can be completed with resources that you can access. Your supervisors will provide coaching in some aspects of your research degree study and they will help you to identify additional sources of coaching and training. They may suggest papers or book chapters that you should read. You should also seek out your own training and development opportunities (for example, RDH, sections 5.1 and 5.5). Supervisors are your main source of feedback (formative assessment) throughout your degree. For supervisors to provide timely, effective feedback you will need to submit written work up to a week before supervision meetings; or a supervisor may ask you to make a presentation on a certain aspect of your work. It is important that you and your supervisors work hard to establish and maintain productive student-supervisor relationships. This is easier if you discuss your expectations of each other, set up a regular pattern of meetings, avoid cancelling meetings, submit or present work ahead of supervision meetings and act upon feedback. Research degree study requires a great deal of selfdirection, self-motivation and problem-solving. You need to take responsibility for your own study and for your own development as a researcher, but don t take this independence too far; tell your supervisor if you are struggling. It is likely that your supervisor will have supported other students through such difficulties and will have suggestions that you may not have thought of. Your supervisors will be able to provide a limited amount of support if you experience personal difficulties. This will normally take the form of sympathetic listening and, where possible, suggestions about where you might obtain further information or support. The University web site and the Research Graduate School community on BREO will also link you to a wide range of support services including Student Support and the Student s Union. 1 An additional supervisor or adviser is sometimes appointed to provide support on specific aspects of the content or research approach of a student s research study. 2 A student registered for the PhD by Published Work will be allocated only one supervisor to support the development of the Portfolio for assessment. Research Degrees Handbook October

7 3.2 The Research Graduate School The Research Graduate School (RGS) ( supports research students and their supervisors from initial application, through the research degree journey to graduation. For example the RGS team maintains and updates the central student record for every research student, answers queries and refers students to other appropriate resources or services, provides official letters and certificates, provides researcher development opportunities and undertakes administration relating to research degree vivas. The RGS works with supervisors, Research Institutes and Faculties to ensure that all students have appropriate support throughout their studies as well as access to training and development programmes that will complement their research and provide a foundation for their future careers. The RGS contributes to the quality assurance of research degree programmes and supports the Research Degrees Committee. The RGS also has a role in ensuring compliance with internal and external regulations and policies. The RGS is physically based in PM05 in the Postgraduate and CPD Centre, Park Square, Luton: you can drop in or make an appointment between 9am and 4:30pm, Monday-Friday, when the University is open. Members of the RGS team visit other campuses from time to time and such visits will be advertised via the Research Graduate School community on BREO calendar. However, most students will find that the most convenient way to contact the RGS is through rgsoffice@beds.ac.uk or RGS Online. RDH, Appendix 2 provides a brief guide to how to get started with RGS Online. 3.3 Research Student Training Programme It is expected that all research students will make full use of the Research Student Training Programme which is advertised via the online Research Graduate School community on BREO (see Announcements, the calendar and the sub-folder labelled Research Student Training Programme. It covers a range of issues dealing with the enhancement of the postgraduate student experience and employability skills. Workshops on specialised aspects of research such as sessions on progression points, PhD thesis writing and preparing for the PhD viva are organised on a regular basis. The library, the language centre and the Centre for Learning Excellence also offer workshops and training session which will be advertised along with RGS enrichment programmes. Students may also be required to attend additional sessions which are specifically related to their research topic and which will be organised by their Research Institute or Faculty as part of their 'Related Studies Programme.' The Research Student Training programme is regularly updated and posted on the Research Graduate School community site on BREO ( 3.4 Research Institute and Faculty Leads for Research Degree Studies The University organises its academic departments into four faculties: Faculty of Creative Arts, Technologies and Science (CATS) Faculty of Education and Sport Faculty of Health and Social Sciences (HSS) Research Degrees Handbook October

8 The Business School Within faculties there are ten Research Institutes ( and each research student is linked to a Research Institute (some research students may also be linked to a smaller specialist group of researchers, normally known as a research Centre, or linked to a particular academic department). The ten Research Institutes are: Business and Management Research Institute (BMRI) The Centre for Research in English Language Learning and Assessment (CRELLA) Institute of Applied Social Research (IASR) Institute of Biomedical and Environmental Science and Technology (ibest) Institute for Health Research (IHR) Institute for Tourism Research (InTOUR) Institute for Research in Applicable Computing (IRAC) Institute for Research in Education (IREd) Institute for Sport and Physical Activity Research (ISPAR) Research Institute for Media, Arts and Performance (RIMAP) Each Institute has a Research Institute Director (RID). In many cases the Institute Director is the academic lead for research degree studies, while some Institutes have a separate Research Degrees Lead. There may also be some Faculty-wide coordination of certain activities and resources for research degree studies. Your Institute-based induction will include details of the arrangements in your Institute and Faculty. The Faculty or Institute Lead for Research Degrees will normally take an overview of Faculty or Institute induction and supervision arrangements, the working environment for research students, research methods training opportunities and research students academic progress. 4 Research Degree Students Responsibilities, Attendance and Supervision 4.1 Responsibilities of a Postgraduate Research Student It is your responsibility to ensure that you are aware of and understand the Research Degree Regulations ( data/assets/pdf_file/0011/318539/section-4- REGULATIONS-FOR-RESEARCH-DEGREES FINAL.pdf) and, if applicable, the Policy on Staff Postgraduate Research Degree Registration at the University of Bedfordshire ( data/assets/pdf_file/0011/456509/staff-pgr-policy.pdf). Any questions should in the first instance be addressed to your supervisory team, RID or your Faculty or Institute lead in the RGS. Your personal and professional development is your responsibility. This includes, where possible, recognising when you need help and seeking it in a timely manner. Normally the first point of contact should be your supervision team, or sometimes your Faculty or Institute Lead for research degrees (see RDH, section 3.4). You can also make use of the support services highlighted in RDH Research Degrees Handbook October

9 section 5, below, and of course the RGS team will try to answer your questions or redirect you appropriately, if you contact us as described in RDH, section 3.2. The responsibility for progress lies with the student as owner of the research project. You must set and keep to timetables and deadlines, including planning and submitting work as and when required and generally maintaining satisfactory progress within the programme of research. The student is solely responsible for meeting targets and for informing supervisors (and/or any other relevant person) of any problems or difficulties that they are facing. Students may need to suspend their studies for a period, or need an extension must declare their difficulties and needs at the time they arise. Normally, the RDC will not make allowances or adjustments retrospectively (RDH, section Error! Reference source not found.). Keeping records and storing data: You must maintain research records in such a way that they can be accessed and understood by anyone with a legitimate need to see them. It is essential that you back up all of your data and backup at least the two most recent drafts of each chapter of your emerging thesis, or any other document for assessment. You must ensure that sensitive data is fully protected in line with University policy. See and You must submit an Annual Monitoring Report (section 8.6.4) and a Training Needs Analysis (section 4.4) form for every year that you are registered, except when a progression point assessment takes the place of these documents. You should attend any development opportunities (research-related and other) that were identified when agreeing your development needs with your supervisors. 4.2 Attendance requirements All full-time (FT) research students are expected to devote 40 hours per week to their research study and related activities. Most of the time you should work at your base campus since this maximises your opportunities for beneficial interaction with other researchers and academic staff. At the discretion of your supervisors, Director of Institute, Faculty Lead for Research Degree Studies or the RGS, you may be permitted to work on your research study and related activities away from the University campus (e.g. at home) for one or two days per week. This permission may be withdrawn if there are concerns that you may not be devoting sufficient time to your studies, or if there are concerns about your academic progress. Part-time (PT) research students are expected to devote 20 hours per week to their research study and related activities. They must attend the University as required for any taught components, research training, supervision meetings, progress meetings and assessments. At the discretion of supervisors, some supervision meetings may be held by Skype or equivalent. Research Degrees Handbook October

10 Students who are registered to pursue research studies at an approved location away from the University are expected to attend the University for six weeks each year. There are some attendance requirements that affect only International students: please see RDH, section Supervision meetings The regulations require that students meet with their supervisors 'on a regular and frequent basis'. This normally means fortnightly supervision meetings for FT students and monthly supervision meetings for PT students. At minimum, FT students must upload one supervision record per month to RGS Online (Appendix 2). Similarly, PT students must upload at least one supervision record every two. However, you will probably find it easier to upload a brief record every time you receive supervision input, rather than saving your supervision notes for a monthly (or two-monthly, if PT) supervision report. Students are likely to see their DS more frequently than their other supervisor(s) but much depends on the nature of the work, the stage of the research and whether problems have emerged for the study or the student. Normally, more supervision help is needed in the early stages and towards the end of a research degree. You must prepare adequately for meetings with supervisors; this includes submitting work sufficiently in advance of meetings to allow the supervisor(s) to read and reflect on your work. The RGS recommends you meet with your complete supervisory team once a month and at least one supervisor every 2 weeks for FT students. PT students should plan to meet your complete supervisory team every two and at least one supervisor every month. Research students and supervisors have joint responsibility for maintaining regular contact, keeping good meeting records and striving to maintain a productive working relationship. 4.4 Training needs analysis Within the first month following registration every student must undertake a Training Needs Analysis with their supervisor. The Training Needs Analysis form which is available for download from BREO must be completed and returned to the RGS. Where additional training is identified as a requirement for academic progression and professional development (RDH, section 5.5) this should be identified on the form and followed up by the DS and the RGS as part of the annual monitoring process (RDH, section 8.6.4). In subsequent years the training needs of every student should be revisited. Students together with their supervisor should complete a Training Needs Analysis form and submit it annually to the RGS office in person or electronically by sending it to rgsoffice@beds.ac.uk. Supervisors and students should refer to the VITAE Researcher Development Framework when completing the training needs analysis, see section 5.5. Research Degrees Handbook October

11 5 Other support services for research students The University provides a wide range of support services for all students. These services are aware of the particular needs of research students and, where appropriate and if there is sufficient demand, these services will have resources tailored for research students. The University web site ( is your gateway to these services. This section highlights those services that research students most frequently ask about. 5.1 Learning Resources: Libraries, VLE (BREO), study support, etc Learning Resources ( is a multifaceted service providing physical and online libraries, study spaces, resources and training to improve your academic skills and the University s virtual learning environment (VLE), BREO (Bedfordshire Resources for Education Online) ( Among many other useful resources, research students may be particularly interested to learn about bibliographic software ( and the expertise of academic liaison librarians ( 5.2 Student Information Desk (SiD) There are several physical Student Information Desks (SiD) in different locations around the University and SiD is also easily accessed online ( SiD is your gateway to a wide range of student support services. Visit a SiD point to speak to an adviser or log an online enquiry. 5.3 Student Support Student Support services ( can offer help and advice if you need academic, financial, disability, mental health, religious or counselling support. 5.4 Postgraduate Research Student Forum The postgraduate research student forum (PGRSF) meets four times a year and reports to the Research Degree Committee. It is attended by PGR students and their elected representatives, as well as research active academic staff and/or staff who carry strategic and/or management responsibilities. The forum is chaired by the Director or deputy-director of the Research Graduate School or their elected representative and is also attended by a representative from the students Union (President or Vice-President Education). The PGRSF aims to discuss the student experience Research Degrees Handbook October

12 and identify areas for development, provide a forum for discussion of non-academic student relatedmatters including services and resources that support the student experience. These meetings will be advertised through the RGS community on BREO calendar and announcement, as well as through the RGS monthly newsletter. 5.5 Careers and researcher development It is never too early to think about the career options that may follow your research degree, and the skills you will need to succeed in a competitive job environment and modern workplaces. More information is also available on the careers web site ( You should also access researcher development activities in your Institute or Faculty, through the RGS or via external bodies focused on research students, such as Vitae ( and the UK Council for Graduate Education ( In particular, the Vitae Researcher Development Framework ( will help you to identify and plan to develop the knowledge, behaviour and attributes displayed by successful researchers, so that you can maximise your career potential. 5.6 Accommodation Most research students live in private accommodation. There are some spaces within Universityapproved accommodation that are specifically designed for postgraduate students ( 5.7 Health Every student should register with a local doctor soon after arrival, don t wait until you are ill. You can find details on the web site for the General Practitioner (GP) Surgeries with which the University has close links ( If you live some distance from a University campus, you should register with a GP surgery close to where you live. 5.8 Support for International Students The University is a vibrant diverse community, with a large number of international students and we have well-developed support services for international students. More details can be found at:- ( International students who require a visa to study in the UK must comply with engagement monitoring procedures and note the University is required to conduct and report to the United Kingdom Visas and Immigration (UKVI), which is part of the Home Office (RDH, section 7.1). Research Degrees Handbook October

13 5.9 Treehouse and community faith The chaplaincy teams at Luton and Bedford offer a warm welcome to staff and students of all faiths and beliefs ( The Luton 'Tree House' has a lead reverend and a team of Assistant Chaplains drawing on support from the major world faiths. Treehouse provide Prayer and Quiet Rooms and facilities for major world faiths, and can provide details of local places of worship. In the event of sickness or work-related and personal difficulties, Chaplains are able to visit you at home, in hospital or have a chat in a café. Chaplains operate within strict Confidentiality and are able to offer regular or tailor-made rituals for life-events and transitions. Just drop in or give them a call to make an appointment (more contact details in Appendix 6) Campus maps and inter-campus travel The maps, directions and inter-campus travel web pages ( and provide useful information about finding and travelling between the University s six campuses Authorised Leave Annual leave for UK and EU students (International students should additionally refer to RDH, section 7.4.1) All research students are entitled to annual leave (holidays). In addition to statutory Bank Holidays, local discretionary holidays and days when the institution is closed in the interests of efficiency, students may take additional leave. All FT students are entitled to 25 days per holiday year and PT students are entitled to 12.5 days annual leave. Your personal holiday year commences from 1 st August each year. Unused holiday cannot be carried over from one holiday year to another. Requests for annual leave must be made on the Annual Leave Form which is available for download from the Research Graduate School community on BREO. These must be signed by the DS and submitted to the RGS for approval. Copies will be kept on the student file and may be referred to should a request for an extension be submitted Maternity, paternity and adoption leave Information contained in this section of the Research Degrees Handbook must be read in conjunction with the University of Bedfordshire Pregnant Student Policy and Procedure which, along with other important information, describes the Student Support in Pregnancy Plan that will need to be compiled and updated during pregnancy and prior to return to study: data/assets/pdf_file/0020/238340/pregnant-student-policy.pdf Students who give birth or adopt a child during their research degree study will be able to take leave as described in the maternity, paternity and adoption leave policy, which you will find on the Research Graduate School community on BREO. Fathers or same sex partners who wish to take Research Degrees Handbook October

14 additional paternity leave to care for a child whose mother, or the adopting parent, has returned to work should also refer to the Pregnant student policy data/assets/pdf_file/0020/238340/pregnant-student-policy.pdf. Maternity (additional and ordinary), adoption and additional paternity leave all stop the clock on your research degree registration and all subsequent deadlines will move forward by the appropriate number of weeks. Any fees that you paid before your leave began will also be rolled forward to the period immediately following your return to studies. There is no limit to the number of children for whom you can take periods of maternity, adoption or additional paternity leave during your research degree registration. PGR students who are members of staff at the University of Bedfordshire will be supported through the University s Maternity Leave Procedure. More information can be found at:- Leave-Policy.pdf PGR students whose studies are supported by a postgraduate studentship, scholarship or other award should refer to the maternity leave policy of the funding body from which they receive financial support. For example, Research Councils UK has published the RCUK Briefing on Maternity, Paternity and Adoption Leave and Pay: (revised January 2015). This document clarifies the anticipated start point of maternity leave; the durations of maternity, adoption and paternity leave for PGR students; supervision during maternity, adoption or paternity leave and working on the postgraduate research degree study during such periods of leave. There is no limit to the number of periods of maternity, adoption or paternity leave that can be taken during a PGR registration but all statutory and shared parental leave must be taken within 1 year of the birth of your child. Please see Pregnant Student Policy and Procedure ( data/assets/pdf_file/0020/238340/pregnant-student-policy.pdf) for guidance in relation to requests from mothers and partners for time off to attend antenatal and postnatal appointments Sickness Students who are on sick leave for more than 5 days must produce a medical certificate or letter on official letterhead from a medical expert such as a GP or consultant Interruptions to the standard research degree journeys While we hope that you complete your research degree without any interruptions to your studies, we appreciate that life events and delays that you cannot predict sometimes occur. Research Degrees Handbook October

15 Suspension of studies Students who experience serious but time-limited problems which prevent you from continuing with your research studies, may wish to apply for a suspension of studies (see Regulations for Research Degrees data/assets/pdf_file/0011/318539/section-4- REGULATIONS-FOR-RESEARCH-DEGREES FINAL.pdf). You may apply to suspend study for a whole number of in the interval three to 12. You will need to provide evidence of the difficulty you face and have a convincing plan for returning to successful study. Normally students will not be permitted more than 12 suspension in total during the research degree registration Extensions We try to avoid granting students extensions to deadlines, but it may sometimes be appropriate for students whose progress is unavoidably slowed for reasons beyond the control of the student, but for whom progress has not stopped completely. Not planning your study properly and not allowing time in the study plan for predictable delays or periods when you have a lot of other demands on your time will not be sufficient reason for the Research Degrees Committee to grant an extension Withdrawals Students may withdraw from their studies and in some cases it may be necessary for the University to withdraw a student. All measures will be taken to support students prior to these outcomes and students are strongly recommended to speak to their Supervisors, the RGS and the University support teams (SEAM, Finance; see RDH, section 5.3) prior to a final decision being made. 6 Work spaces, safety and working out of hours Different research degree studies require different types of work spaces. There are a large number of open access work spaces for research degree students (or all students) in the many buildings across the University s campuses. Most research students make flexible use of open access work spaces and also work from home. FT research students, in particular, may be allocated a desk or given access to a hot desk within space which the Research Institute or Faculty sets aside for research students. Some students require laboratory or other practical work spaces. Your faculty will have considered such needs during the admissions process, although it is common for research degree studies to change focus and this may require reassessment of the need for a specialist workspace. If no such workspace is available you will not be able to develop your research study in this direction and you will have to plan a study that is viable within the resources available to you to determine how this might be best achieved discuss what you will need with your supervisors in the first instance). Research Degrees Handbook October

16 Some work spaces pose particular risks and, where appropriate your supervisors will ensure that you receive local health and safety briefing. You must comply with health and safety regulations that apply in areas where you work on your research degree: these are designed to protect you and other people. One aspect of health and safety is that some work spaces may only be used within advertised hours; other work spaces have advertised normal working hours with some possibility of working outside these hours if you have permission and observe the safety requirements. If you wish to work outside the normal working hours in areas where this is permitted, you must consult with your DS in the first instance. It is relatively common for research students to develop musculoskeletal problems (muscle pain, joint pain, and loss of movement or feeling) because they do not have their desk space set up properly or because they do not change position sufficiently often. These problems are surprisingly painful and, more importantly, if ignored these problems can be hard to cure or may become permanent problems. You must set up your workstation at home and in the University in line with advice that is widely available on this matter. You must change position at least every hour. If you begin to develop musculoskeletal problems see your doctor for advice straight away: don t let the problem become serious and hard to treat before you seek help. Health and Safety documents are available as a training tool on the RGS community on BREO for educational purposes. 7 Matters affecting International Students 7.1 Visa requirements to demonstrate engagement with studies International students who require a visa to study in the UK must comply with engagement monitoring procedures the University is required to conduct and report to UKVI. More information is available on the International Office web site at The main way in which you can demonstrate engagement with your studies is by attending supervision meetings and submitting written work for feedback. Many students establish a rhythm of submitting work one week, attending a supervision tutorial the next week, submitting work the following week, and so on. However, some students will have weekly supervision tutorials and at certain points in your study (such as during data collection) you may see your supervisors less often. It is important that you upload a brief record of each supervision meeting on RGS Online: this should take less than five minutes. The second strand of demonstrating engagement with your studies is to have your ID barcode scanned and to sign a register each week. You can do this at the RGS office reception, the Business School or CATS Faculty office(s), Milton Keynes Campus Reception or at any SiD desk that has a barcode scanner. Research Degrees Handbook October

17 Attending the induction programme, researcher development workshops and other training sessions, seminars and the University s annual staff conference, or equivalent activities provided by other research-focused organisations, are additional ways of demonstrating engagement and development as a researcher. 7.2 Residence requirement There is an expectation that all FT international students will live within one hour travelling time from their base campus. In exceptional circumstances you may be permitted to live further from the campus, provided that you always demonstrate a high level of engagement with your studies, good academic progress and attend the University for a minimum of one day each week. Requests to live further away that 1 hour travelling time will need to be considered by a member of your supervisory team most often your DS, as well as the RGS and the International Office. 7.3 ATAS (Academic Technology Approval Scheme) Some research degree studies conducted by international students (mainly but not always in the sciences) require an Academic Technology Approval Certificate via ATAS ( This will have been assessed during the admissions process, so if you needed an ATAS certificate at the beginning of your studies you will have been advised of the need before you were given an offer. However, research studies develop and change direction so even if you did not need an ATAS certificate at the beginning you may need one now. If the focus of your research study changes you need to notify the RGS because the JACS (Joint Academic Coding System) code for your degree may also change. If the JACS code changes, RGS will need to reassess whether you should apply for an ATAS certificate. RGS will supply you with a letter to support your application. 7.4 Authorised absence It is sometimes necessary for international students to be away from the University and their normal place of residence, for example to attend a residential academic conference or, in certain circumstances, to collect data at some distance from the University. In such cases international students need to apply for authorised absence, one month in advance of the absence, using the Authorised Absence Form available on the Research Graduate School community on BREO Annual leave and monitoring engagement (International students) In order to comply with the statutory regulations for Tier 4 VISAs it is the responsibility of the University to monitor student engagement. The University meets this responsibility through: Monitoring student / supervisory meetings through RGS Online Students are required to attend the RGS office or appropriate Faculty Office on a weekly basis where their ID cards are scanned. Students who fail to comply are initially contacted Research Degrees Handbook October

18 by the RGS. If the issue is not resolved they are referred to the International Office. Continued failure to comply may result in the withdrawal of student Tier 4 sponsorship by the University. Monitoring annual leave and other absences from the University, i.e. attendance at conferences, field trips etc. These absences must be supported by the DS/Supervisory team and the RGS and authorisation must be obtained from the International Office. Requiring students to provide copies of their passport and visa at re-registration. Ensuring that all the milestones in academic progression are reached. It is the responsibility of the DS/Supervisory team to inform the RGS if there are any issues regarding attendance (missed meetings, training sessions and seminars) or if the student takes leave without approval Authorised absence International students who are attending conferences or who are collecting data outside the University must submit an application for Authorised Absence. This can be downloaded from the Research Graduate School community on BREO. Applications for authorised absence must be supported by the DS and stamped by the RGS, prior to International Office authorisation. Students who leave the UK must, in addition, submit copies of their boarding passes and entry visa stamps to the International Office. During Authorised Absence students must maintain weekly contact with their supervisors, submitting copies of any s, meeting notes and reports to the RGS (rgsoffice@beds.ac.uk) and uploading details of meetings to PebblePad+ and/or RGS online Maternity, paternity and adoption leave (additional information for International students) International students are expected to return to their home country before the birth of their child and while it is still safe to travel (usually before 26 weeks of pregnancy). Students who remain in the U.K. after the medically safe time to travel will receive only 2 weeks maternity leave but may use some of their annual leave to extend the time they have with their newborn. 8 Important documents We aim to have all the important documents that you may need during your research degree journey easily accessible through the Research Graduate School community on BREO. The RGS will make you a member of this online community when you first register for a research degree. If you have any difficulties please contact the RGS. Many documents are also publically accessible from the University web site. Research Degrees Handbook October

19 Please set aside some time to explore the documents that are accessible through the Research Graduate School community on BREO, so that you become more familiar with the regulations, policies and other documents that shape and support your research degree journey. 8.1 Research Degree Regulations The Regulations for Research Degrees underpin the guidance provided in this handbook. It is important you familiarise yourself with the regulations and policies that apply to your student journey. The Research Degree regulations can be found at: data/assets/pdf_file/0011/318539/section-4-regulations-for- RESEARCH-DEGREES FINAL.pdf As well as in the Research Graduate School BREO community on the top of the left hand side panel Research Degree Regulations and Handbook. 8.2 Fees Your initial fees are due at, or prior to initial registration as a research degree student. The University s fees change each year and the current fees can be found on the University web site. Your date of initial registration is your Fee Anniversary Date. In subsequent years your fees will fall due on your Fee Anniversary Date until you complete the normal period of registration for your research degree (see Regulations for Research Degrees, data/assets/pdf_file/0011/318539/section-4-regulations-for- RESEARCH-DEGREES FINAL.pdf). If you need to enter the pre-approved extension period (PEP) then normally there are no fees due for the first three. You will pay one third of the annual fees at the then current rate after three, six and nine into the PEP, up to the maximum duration of their degree registration or the date at which RGS accepts the submission of the thesis, whichever is sooner. A minority of students may elect to pay fees for the maximum duration of the PEP at the beginning of the PEP in order to obtain a reduction in the annual fee: this will not work out cheaper for most students because most students will submit their thesis before all three PEP one third fee payments are made. If you have any questions about PEP fees please talk to a member of the RGS team before you enter the PEP. Your fee anniversary date may change if you have an RDC approved interruption to your studies (see RDH section Error! Reference source not found.). If you have concerns or questions about paying your fees, please discuss these with the Finance team (Appendix 6) who can provide help and guidance.. Research Degrees Handbook October

20 8.3 Bursary Students Agreement Bursary students have a formal agreement with the University, which outlines their benefits and responsibilities. Please read your Bursary Agreement carefully. Bursary Students are subject to the Policy on Staff Postgraduate Research Degree Registration at the University of Bedfordshire see data/assets/pdf_file/0011/456509/staff-pgr-policy.pdf (RDH, section 8.4) which should be read in conjunction with the Research Degrees Studentship Policy. Please note the strict limits on the number of hours you are expected to work while a bursary student. Bursary Students are entitled to 25 days holiday per year, calculated pro rata from 1 st August each academic year. Unused holiday entitlement may not be carried forward into the next year, unless there are exceptional circumstances. In such cases the agreement of both the DS and the RGS are required. Bursary students must not apply for leave through the Human Resources Department; they should use the Research Students Annual Leave Processes (RDH, Section 5.11 for Home/EU students and section 7.4 for International students). Bursary students who do not take their annual leave will not be entitled to payment in lieu. 8.4 Policy on Staff Postgraduate Research Degree Registration at the University of Bedfordshire This short document is vital reading for all members of University staff, and staff of Partner Institutions, who are studying for a University of Bedfordshire research degree. This policy also applies to all Bursary students who are paid through the University payroll. The policy places strict limits on the amount of paid work that can be undertaken at the University whilst studying for a University of Bedfordshire research degree. The policy also describes the special examination arrangements for staff candidates and bursary students. The policy can be found at:- data/assets/pdf_file/0011/456509/staff-pgr-policy.pdf 8.5 Concordat to Support Research Integrity Universities UK published this short document in ( rchintegrity.pdf) Its aims include: Maintaining the highest standards of rigour and integrity in all aspects of research Ensuring that research is conducted according to appropriate ethical, legal and professional frameworks, obligations and standards Research Degrees Handbook October

21 Using transparent, robust and fair processes to deal with allegations of research misconduct (UUK, 2012, p.4) 8.6 Other policies Within the Research Graduate School community on BREO and on the University web pages you will find other policy documents that apply to research degree students. Members of the RGS team will be able to help if you are not sure whether there is a policy governing a particular issue of interest to you Code of Conduct The RGS is committed to developing and sustaining a community of mutual respect. Research students are subject to the Student Code of Conduct and Disciplinary Procedure. This can be found at: data/assets/pdf_file/0009/459234/student-code-of-conduct-and- Disciplinary-Policy.pdf Academic Offence and Research Misconduct Misconduct by a research student is dealt with through the Ethical Procedures, Good Research Practise and Research Misconduct with additional reference to the University-wide Academic Discipline Policy, which applies to all students. These documents are available at: data/assets/pdf_file/0004/43951/ethicsgoodrespractandresmisconduct 3.pdf and: data/assets/pdf_file/0010/459226/academic-discipline-policy-sep14.pdf Academic Progress Panel In the event of a concern being raised about academic progress, an Academic Progress Panel (APP) will be convened to review the concerns and, where appropriate, offer advice and set an Action Plan to support improved academic progress. This is chaired by a senior member of staff within the RGS. The composition of an APP will vary depending on the level of progress being considered. If an APP determines that previous attempts to improve academic performance have failed, the Panel may recommend to RDC that the students research degree registration be withdrawn. Research Degrees Handbook October

22 8.6.4 Annual Monitoring Student progress will be monitored regularly throughout the period of registration. Formal reports on research student progress are required on an annual basis. As part of the independent annual monitoring process this information must be submitted to the RGS by both the student and the supervisors once a year. When students are undertaking progression point 1 (PP1) or progression point 2 (PP2)(see section 11 for further details), Postgraduate Research Experience Survey (PRES) or in a pre-approved extension period (PEP) year, this information will be covered by those processes. In academic years when students are not completing PP1, PP2, the PRES survey or in a PEP year, you will be required to complete separate annual monitoring form Complaints and appeals The complaints procedure is to be used prior to a decision at RDC, ensuring that matters that have potentially impacted on student performance are brought to the attention of the relevant postgraduate research examination board or Academic Progress Panel. Matters that are considered as academic appeals may not subsequently be considered as complaints. Academic appeals are only valid in respect of the Research Degrees Committee (RDC) decisions. Therefore the appeals procedure must follow an RDC decision. It is only through the appeals process that issues relating to an examination board decision can be resolved Complaints Complaints can be raised initially with Supervisors, the Director of Institute, the Faculty Lead for Research Degrees, or the RGS. Efforts should be made to resolve complaints locally and informally. Formal complaints should be made via the adjudication team by writing the details of your complaint and adding evidence as attachments to adjudication@beds.ac.uk. The policy and the scope of the Student Complaint process can be found in full at: data/assets/pdf_file/0005/459554/student-complaints-policy-and- Procedure.pdf Appeals Appeals against decisions of the RDC should be made in accordance with the Policy Regarding Academic Appeals and the Procedures to be followed when submitting an Appeal. The full academic appeals policy and procedure is available at: data/assets/pdf_file/0008/459233/academic-appeals-policy-effective- February-2015.pdf Research Degrees Handbook October