RESEARCH DEGREES STUDENT AND SUPERVISOR HANDBOOK

Transcription

1 RESEARCH DEGREES STUDENT AND SUPERVISOR HANDBOOK

2 Contents Introduction and Welcome... 4 Section A Postgraduate Research Student Application, Selection and Admission Introduction and scope Postgraduate research student admission requirements and the application process Postgraduate Research Degree studentship funding University Funded or Administered Studentships and Sponsored Studentships Self-supported Students Research Degrees period of study and fees Admission Complaints and Academic Appeals...9 Section B The Postgraduate Research Degree: Registration, Supervision, Research Conduct, Professional Development and Research Degree Progression Registration, Orientation and Graduate School Induction Visa Requirements Tier 4 Doctorate Extension Scheme Fees, Funding and Finance Changes in circumstances and Change to Registration Status (full-time and part-time mode) Changes to the Supervisory Team Suspension of Studies Withdrawal Graduate School Facilities, Communication, IT, Photocopying and Printing Research and Research Degree Governance Committee Structure The Research Degrees Committee (RDC) Student Representatives, the Graduate School Forum and Feedback The Research Degree Programme key Regulations, Information, Processes and Procedures The Regulations for research degree programmes Research Code of Conduct What we expect of the Postgraduate Research Student Candidate and supervisor(s) role and responsibilities The first candidate and supervisor(s) meeting a Memorandum of Agreement Frequency and record of student supervisor(s) meetings Researcher Professional Development Portfolio (PDP) and the Vitae RDF Planner Professional Development Portfolio (PDP) planning and recording Research Degree Progression Milestones The Masters to PhD Transfer and the Annual Progression Panel Review...23

3 2.3.9 Absence, Mitigating Circumstances, Holidays, Study Visits, Travel and Field-Work Research Ethics Health & Safety and Risk Assessments Intellectual Property (IP) Teaching: Training and Opportunities to Practice Postgraduate Certificate in Higher Education Research seminars and conferences Student Organised Groups and Task Force Student placements and internships Support Library and IT support Data Management Open Access Publications Policy Article Processing Charges (APCs) Equality and Diversity Student Support and Advice Complaints and appeals...30 Section C:...31 Assessment - the Thesis and the viva voce Examination Progression The Thesis A PhD by Publication Thesis Portfolio contributions Submitting the Thesis for examination The Examining Panel and the viva voce The final Thesis: final permanent copy submission, restricting access and embargo Reasons for restriction How to request an embargo Academic Appeals...37 References and supporting material Appendix Memorandum of Understanding (MoU) or Candidature Agreements...39 Appendix Thesis Specifications...40 Version Page 3

4 Introduction and Welcome I am pleased to welcome you to Abertay University as you begin your Research Degree and programme of professional development. I hope you find the experience enjoyable, sometimes challenging but ultimately rewarding and transformational. Abertay is a compact and focused University, with a reputation for working effectively across traditional research boundaries. Subject expertise from a range of areas is applied and often integrated to pose new questions and find creative solutions to the problems facing society. The University prides itself on its excellent research environment and researcher training opportunities, its close links with industry, the public and third sectors, its welcoming student support, and its pan-university Graduate School which encourages interdisciplinary working in our next generation of researchers. In order for any postgraduate research student to make the most of the experience of pursuing a Research Degree in a chosen field and to make an original contribution to the existing body of knowledge, it is important to follow the University regulations, procedures and guidelines for good practice. This handbook sets out the basic guidance and procedural information that students will require throughout their period of study. It is the responsibility of all students and their supervisors to familiarise themselves with the contents of this handbook. However, if you require further specific advice or guidance, please contact myself within the Graduate School GraduateSchool@abertay.ac.uk. Dr Nia White Head of the Graduate School Version If you have any comments or information which would improve this Research Degrees Student and Supervisor Handbook please contact GraduateSchool@abertay.ac.uk. Version Page 4

5 Section A. Postgraduate Research Student Application, Selection and Admission 1. Introduction and scope This section provides guidance on applications, selection and admission, and in particular: the admission requirements for postgraduate research degree programmes (including (i) Masters by Research (MbR), (ii) Master of Philosophy (MPhil) & (iii) Doctor of Philosophy (PhD)) the accreditation procedure for considering claims for the accreditation of prior experiential and / or certificated learning (APEL) that may in certain circumstances be taken into account in place of academic qualifications for entry the application procedure for entering a postgraduate research degree programme the selection procedure for research student applications the complaints and appeals procedures for students and applicants who feel they have not received fair treatment in the application and admission process. The key point of contact for all queries is the Admissions Manager, Abertay University, Bell Street Dundee DD1 1HG. for enquiries: admissions@abertay.ac.uk. Further information: www: The University is a subscribing institution to the Quality Assurance Agency (QAA) Scotland ( Due consideration has been given to the precepts set out in the QAA Code of Practice for the Assurance of Academic Quality and Standards in Higher Education and the UK Quality Code for Higher Education, Chapter B11: Research degrees. The University operates under the requirements of the UK Quality Code for Higher Education, Chapter B11: Research degrees, in that it ensures the following procedures are followed: that the selection procedure is undertaken by suitably trained or experienced academic staff that the selection procedure is undertaken by a minimum of three such trained staff and that it is never the decision of a single member of staff that the selection is based on the academic suitability of the candidate and the ability of the university to offer adequate research facilities and supervision for the proposed project that the selection procedure complies with university Equality & Diversity Policy and Framework ( ork/ ). 1.1 Postgraduate research student admission requirements and the application process. The University s Admissions Policy states that, subject to availability, admission is open to all those that have the ability to benefit from the opportunity to study for a given degree. Applicants for registration must normally have an Honours degree (SCQF level 10) at the Upper Second (2i) level in an appropriate subject, or an equivalent or higher qualification (e.g. at Masters level). Where the applicant can demonstrate extensive professional or practitioner experience in the intended area of study, the Senate, acting through the Research Degrees Sub-Committee (RDC), may in exceptional circumstances alter this requirement in conformity with the regulations in force that govern Accreditation of Prior Learning (APL) and Accreditation of Prior Experiential Learning (APEL). Non-UK qualifications will be checked for comparability with UK degrees using the UKNARIC system as the official source of information on the comparability of international awards worldwide. All international students are required to provide certified proof of competence in English prior to commencing their study. The University s requirements are set out in detail on the English Language Version Page 5

6 Requirements page of its website and in the Prospectus ( ). In summary, applicants whose first language is not English or where the First or Masters Degree was not taught in English, are required to hold a suitable English language certificate: Applicants requiring a Tier 4 visa are required to provide one of the following English language certificates: West African at B(4) NECO at B(4) IELTS 6.5 with no band less than 6.0* In addition, applicants who do not need a Tier 4 visa or are EEA Nationals, are permitted to use one of the following: TOEFL 80 with no band less than 18* Pearson s PTE 61 with no band less than 56* *The University can only accept these qualifications if they were completed 2 years prior to the start of the programme. The University is a wider access University and the Equality & Diversity Policy and Framework for Staff and Students outlines the University s Policy approach ( ). The Admissions Policy includes a clear statement that every reasonable adjustment will be made to enable an individual to participate on a particular programme of study. The University will only admit students to programmes of research degree study that are properly resourced and supported. Applications will be welcomed that fit with existing expertise and where resources to support research are available. This ensures that there will be an appropriate supervisory team and the necessary research infrastructure. Applicants are encouraged to make early, informal contact with the Graduate School (GraduateSchool@abertay.ac.uk) in order that the viability of the potential research project can be established. Applicants should complete an on-line application form containing the following: Application Form Two (2) academic reference reports Copies of your Degree Certificate(s) English Language Qualifications (if required) A copy of the photographic page of your passport Your Research Proposal The University offers two entry dates for research study; September and January of each year. Applications must be received by the appropriate deadline for each entry point (stated at to be considered. The University will acknowledge receipt of your application form by within 5 working days. An initial review of the application will be made to ensure all required documentation and information are present. Once the full application and associated documents have been received, applications will checked by the Admissions Office to ensure that all admission criteria have been met. Rejected applications will be checked and confirmed by the Head of the Graduate School. Acceptable Version Page 6

7 applications will then be considered by a Selection Panel (composing at least two RDC Representatives and Chair). The application is assessed on whether (a) the applicant is suitable for admission, (b) the proposed project is appropriate for a Research Degree at the University and (c) an appropriate supervisory team is available. In the case of candidates receiving a rejection, they are invited to contact the Chair of the selection panel for informal feedback on the reasons for the rejection, should they wish. Applicants are normally invited for interview, either in person or via electronic means, before the final offer is confirmed. The formal invitation for interview will be communicated in writing by e.mail and the interview panel will normally be composed of a member of the proposed supervisory team and an RDC representative. Candidates successful in applying for a University Funded or Administered Studentship will receive an offer letter via (which may be conditional or unconditional any conditions will be identified) and a copy of the terms and conditions of the studentship. The letter will include details of the proposed start date, supervisory team and project, together with information on the financial value of the award in terms of the amount of fees support and the annual stipend (cost of living) award. Candidates successful in applying as a self-funded student, or a student in receipt of a Sponsored Studentship, will receive a conditional offer letter by and a copy of the terms and conditions of the studentship if in place. One condition will be that you and/or your sponsor agree to pay any student tuition fees (and bench fees if appropriate) as they fall due. The letter will include details of the proposed start date, supervisory team and project. Applicants must accept any offer of funding and any offer to study at the University within the period identified or the offer will lapse. Applicants must accept the offer in writing by returning a signed copy of the offer letter to admissions@abertay.ac.uk. By accepting the offer to study the candidate is agreeing to all the terms and conditions of that offer and, for full-time on-campus students, candidates will be expected to make themselves available to study at the Abertay University Dundee campus for the duration of studies. Students may defer their commencement date for no more than one academic year. That is, if offered a commencement in September, candidates may defer until the next September registration and if offered commencement in January candidates may defer until the next January registration. The deferral request must be made in writing (via to admissions@abertay.ac.uk) within the first month of the registration period offered. Failure to make an acceptable application for deferral will result in the withdrawal of the offer to study. Candidates MUST attend the mandatory PGRS Registration and Induction on the start date indicated in the offer letter. The University has two possible, official start dates, in January and September each year. The minimum period of study will begin at that time as described in the Regulations for Research Degrees Programmes (Reg 16). 1.2 Postgraduate Research Degree studentship funding This section provides information on University Funded or Administered Studentships and also on Self-Supported and Sponsored Studentships. The minimum amount of fees payable is for the Normal Period of study (see the Regulations for Research Degrees Programmes, Reg 16). Further details are available at ( Version Page 7

8 and within the Research Degree Regulations) University Funded or Administered Studentships and Sponsored Studentships University Funded Studentships are the result of University initiatives to develop one or more strategic areas within the Research Themes that form part of the University Research and Knowledge Exchange Strategy. They are awarded on a competitive basis to well-qualified applicants, and normally pay your student fees and a stipend to defray part of living and study costs in Dundee. The University also administers Studentships from the Research Councils and other research funding bodies, such as charitable trusts. These studentships are usually attached to Research Project Grants and the research study project must therefore, be conducted within a specified area. These studentships, as with University Funded awards, will pay the cost of the fees and usually will also pay a stipend. Studentships from industrial sponsors vary in the level of generosity. An award might pay all or some of the fees and might make a contribution towards the costs of living and studying in Dundee, but this cannot be guaranteed. Applicants must be clear about the level of financial support that can be expected. All University funded or administered studentships will be advertised via the University website Applying for a Research Degree and Jobs page giving specific information about the application criteria and process (UAD Job Opportunities page ). The specific Job reference code must be quoted in the application. University studentships will normally cover all or part of the costs of Home or EU Student fees and also offer a stipend based on the terms of the agreement with the funding body. The awards are offered subject to satisfactory progress and during the normal period of study only. The awards may have other specific requirements or conditions attached which will be stated within the specific contract. If an Overseas Student is appointed to a University Funded or Administered Studentship the difference between the Home / EU and Overseas student fee is not always paid by the funding body. The full details of any studentship award, the level of stipend, and the type of fees support will be included in the website advertisement. A closing date for applications will be advertised and short-listed candidates will be invited to a competitive interview. A student in receipt of a Sponsored Studentship is responsible for the payment of the relevant tuition fees, even if the studentship may not cover the full amount invoiced Self-supported Students Self-supported Students are those who are not in receipt of a studentship and as such are responsible for all tuition fees and for covering their living expenses. The University website provides information on the relevant Home / EU and Overseas Student Fees ( The Prospectus provides information for international students on the costs of living and studying in Dundee ( ). The University will consider applications from students who wish to support their study from their own private resources or who wish to seek their own sponsorship. If the University believes the applicant is capable of completing a programme of research degree study and that appropriate supervisory support can be provided, the applicant will be made a conditional offer to study. The condition of the offer will require the applicant to commit to paying the relevant tuition fees (and Version Page 8

9 bench fees, if any) and to confirm that they have access to funds that are sufficient to cover both the fees and living expenses during the expected period of registration (MbR, MPhil or PhD). Applicants who are self-funded are urged to fully investigate the level of living expenses that they are likely to incur and to make sure that they have appropriate arrangements in place to meet these. Students should not expect that the University will provide appointments as teaching or research assistants or similar to provide a source of income. Self-funded applicants will need to have identified the intended research area within their Application Form, and are advised to commence informal discussions with the Head of the Graduate School before applying to ensure that supervisory expertise and appropriate facilities are available to support the proposed study programme. 1.3 Research Degrees period of study and fees The Academic Regulations for Research Degrees Programmes specify the minimum and maximum periods of research degree study (Reg 16). PGRS should expect to complete their study within the normal period and must complete their study before the end of the maximum period in order to obtain the desired award. The minimum amount of fees payable is for the Normal Period of study. Where advanced entry into the 3rd year of a PhD programme is granted by the RDC in the case of PGRS studying for PhD by Publication route, only the 3rd year fee is payable. The PhD by Publication route is normally only available to staff or graduates of the University. PGRS must pay an annual Continuation Registration Fee for any period between the normal and maximum period of study. An extraordinary Extension to Studies can be granted beyond the maximum period of study only if approval is granted by Senate. It is important to note that Registration of students takes place twice annually (January and September). In order to have access to the Graduate School and research facilities (such as computers, the library, information services, and laboratories etc.), access to the supervisory team, researcher development training and desk space, students must be Registered. In order to Register, appropriate arrangements must have been made to pay any tuition fees (and bench fees if appropriate) due and to settle any indebtedness to the University. 1.4 Admission Complaints and Academic Appeals Applicants with a complaint related to dissatisfaction with a service provided by the University are referred to the Registrar or the Research Degrees Sub-Committee (RDC) for initial consideration and frontline resolution under the University Complaints Handling Procedure. This would cover procedural matters, for example, delay in providing a decision, or loss of documents. The University s Complaints Handling Procedure does not cover academic decisions about admissions. Details of the procedure can be found at: After the internal stages of the University s Complaints Handling Procedure has been exhausted, nonacademic complaints if unresolved may then be referred to the Scottish Public Services Ombudsman, 4 Melville Street, Edinburgh EH3 7NS, tel Any applicant seeking to make an Academic Appeal, for example to have an academic decision overturned, should are referred to the Secretary of the Appeals Board within one calendar month. Further information on the University s Academic Appeals Procedure can be found at: ent/assessment/. Version Page 9

10 Section B. The Postgraduate Research Degree: Registration, Supervision, Research Conduct, Professional Development and Research Degree Progression Registration, Orientation and Graduate School Induction Registration is an administrative process where students confirm their personal details, make arrangements to pay their tuition fees and agree to comply with the University s regulations. On completion of registration, the applicant becomes a registered student of the University and concludes a contract with the University. Registration is preceded by a University Orientation event which Postgraduate Research Students (PGRS) should attend. The event will introduce students to University life in Scotland and Dundee (accommodation, banks, accessing health care, personal safety, faith, sport and fitness, international visa requirements and the Student Association). In order to commence a Research Degree, have access to the Graduate School and research facilities (such as computers, the library, information services, and laboratories etc.), access to the supervisory team, researcher development training and desk space, students must be Registered. In order to Register, appropriate arrangements must have been made to pay any tuition fees (and bench fees if appropriate) due (section 2.1.4). The expectation is that the final thesis will be submitted within the approved maximum period of registration. Registration takes place in September or January each year. PGRS are contacted by the Registry with information about the online Registration process and the Registration event at which registration is completed. The final date for completion of registration is two weeks after each intake date and once this date has passed any outstanding registrations will be cancelled. If the registration is cancelled the applicant will not be able to undertake research or receive supervision and may need to reapply to resume the research programme. If an applicant or supervisor(s) thinks they will not be able to meet this deadline please contact Registry to discuss. Once registration has been completed, the PGRS will be issued with a Student ID card (which is also the student Library, printing and copying card). If you lose your ID card, a duplicate can be requested at the Support Enquiry Zone (SEZ). Registration will be followed by a brief Introduction to the Graduate School event which will guide PGRS through the facilities, allocate PGRS with a desk and PC (either permanent or hot-desk), allow PGRS to meet the Head of the Graduate School, Graduate School staff, the Student Representatives as well as each other, and will arrange the first introductory meeting between PGRS and supervisor(s). Attendance is mandatory for all PGRS and attendance will be monitored. This will be followed by the Graduate School Induction event held within the first three weeks of Registration. Attendance is mandatory for PGRS and supervisors and attendance will be monitored. The event will prepare the PGRS and supervisor(s) for the Research Degree programme and will focus on mandatory compliance issues such as Health and Safety, the Research Code of Conduct and the Concordat to Support Research Integrity, Research Ethics, as well as on the University Research Degree Regulations, process and milestones, Professional Development planning and recording, Vitae and researcher skills development (this Graduate School Induction event will form the first part Version Page 10

11 of the PGRS Professional Development Portfolio record), an introduction to Library Services, Academic Support and in-sessional English Language support Visa Requirements The University takes its responsibilities as an educational sponsor under the Tier 4 Immigration System very seriously. International PGRS are expected to meet with their supervisors every two weeks, and if more than one meeting is missed, the lack of engagement will be followed up with the student. International students studying in the UK under a Tier visa 4 must complete an authorised absence form if a period of research needs to be undertaken outside the UK or if absent from their studies for more than 5 working days. International PGRS studying in the UK under a Tier 4 visa who have an approved suspension of studies are expected to return immediately to their home country. The maximum number of hours a Tier 4 student is permitted to work is 20 per week. The limit applies to each week it cannot be averaged over a period of time. For assistance please contact Registry Tier 4 Doctorate Extension Scheme In April 2013 the UKBA (now UKVI) launched the Doctorate Extension Scheme (DES), which allows students completing their Doctorate the opportunity to apply for a visa to remain in the UK for 12 months. The Tier 4 DES visa allows those awarded time to find work with a Tier 2 employer, set up as an entrepreneur or gain practical work experience in their chosen field. As this scheme is classed as an extension under Tier 4, the awarding institution is expected to continue sponsorship during this time. An application must be submitted within the 60 days before the student s expected end date. Applicants must meet the following criteria: You must be in the UK. You must have a current Tier 4 leave to study a doctorate level degree. You must not have completed your course. You must not have previously applied for DES. You must apply within 60 days of the expected end date of your course. You cannot apply after you have completed your PhD. You must have no outstanding debt to the University. You must have had no issues with attendance, compliance with the University s Tier 4 policies, or compliance with conditions of your visa. You must have the support of your supervisor. You must have sufficient funds in your account as per the UKVI guidance. If you apply for the Doctorate Extension Scheme and you are studying a course which requires an ATAS clearance certificate, you will need a certificate that covers you up to the end of your course, unless your course will finish within 28 days of your doctorate extension scheme application date. You do not need an ATAS clearance certificate to cover your time on the Doctorate Extension Scheme after you have finished your course. If you have been fully sponsored by an international scholarship agency or organisation or government you must obtain a letter of consent from them confirming that they are happy for you to stay in the UK under the DES. If you wish to make an application for a CAS in order to apply for DES, you should follow the procedures below:- Once a date for your viva voce has been confirmed, contact Registry, who will issue you with a CAS Application Form which outlines the areas that the University will investigate to assess whether a CAS can be issued. Once the viva has taken place, the following procedures will apply:- Version Page 11

12 Once your viva has been held, and you have an indication of your expected end date, contact Registry for further advice.* Return your completed CAS Application form to Registry, who will check the details and check that there are no debt or compliance issues. If appropriate they will produce a CAS and inform you and the International Student Advisor by that the CAS has been issued. As soon as you have been notified that your CAS has been issued, you should make an appointment to see the International Student Advisor. Bear in mind that the application has to be submitted before your completion date, and that you must have the appropriate funds in your bank account for 28 days before applying. As Abertay University will continue to sponsor your Tier 4 DES visa, there will be conditions placed upon you. The University can consider sponsoring you if you have acted within immigration regulations at all times during your studies and that you agree to continue to fulfil your responsibilities under this scheme. This will include the following:- You must provide a copy of your current passport and visa. You must provide contact details and ensure that they are kept up to date at all times. You will be expected to give regular updates confirming you are still in the UK and under the DES scheme. You must provide details of any employment you secure including name and contact details of your employer. You must give a timely response to any correspondence you receive from the university. In addition we will want to meet with you on two occasions during your 12 month extension. At the end of the visa you must advise us of your plans to leave the UK, or demonstrate that you have changed to a different immigration category (e.g. Tier 2 employment). Failure to comply with any of these requirements will result in the withdrawal of immigration sponsorship. * Under immigration rules the expected end date is the date upon which your degree is formally confirmed. This will be the date your PhD has been passed through the Research Degrees Committee and will be the date indicated on the CAS. Therefore, allowing a full 12 months after study on the DES. For the purposes of your DES application, we would need to know the date and the outcome of your viva before considering issuing a CAS. If the period allowed for corrections extends beyond your current visa, you should contact us urgently to discuss a Tier 4 extension. As the immigration rules state, provided you have made an in-time application for a visa extension, you are allowed to remain in the UK pending the outcome of the application Fees, Funding and Finance For each year of registration PGRS must arrange for the payment of tuition fees. The policies, procedures and schedules regarding the payment of tuition fees can be found at Some studentships include a paid fee element and may award a maintenance stipend (section 1.2.1). Such awards are linked to specific research projects and are offered after a competitive interview process. Posts are advertised and interviews of short-listed candidates are conducted in the University or via electronic means. All PGRS in receipt of a funded studentship must comply with their specific contractual obligations which may involve teaching or industry placement and hours worked. Stipend payments are made monthly in advance, direct to the student bank account. PGRS must inform their supervisor(s) immediately if progress is likely to be affected by changes in Version Page 12

13 circumstances or if they are absent and must comply with the absence procedures stated in section (payments will continue for up to ONE month but may have to be suspended if the absence is prolonged). If circumstances prevent a student from engaging with their studies for a period of more than one month, the student is advised to suspend their studies (section 2.1.7). If PGRS obtain additional funding for research from another source they must notify the admissions@abertay.ac.uk immediately. PGRS entering an extended period of study beyond the normal period identified in the Regulations for Research Degrees Programmes (Reg 16) must Register as normal and pay an annual Continuation Registration Fee ( for any period between the normal and maximum period of study. PGRS who on submission of their thesis are referred to resubmit or are given a period to submit thesis corrections which takes them beyond the maximum period of study, must re-register as appropriate and pay a Continuation Registration Fee ( ). No refund of tuition fees can be given following submission during the approved registration period. Enquiries should be referred to Registry. Non-payment of fees will result in student withdrawal (section 2.1.8) and the cancellation of registration. Funding to support travel, attendance at conferences, or generic skills development and training may be available through the studentship sponsor. Funding can also be sought from internal and external funding sources. Internal funds include the Alison Armstrong fund for travel and the Roberts fund for professional development ( Sources of external funding can be identified through the REIS office web pages. It is important for PGRS to endeavour to seek external funding for activity such as travel, internship, visits or conference presentation/attendance, as this is a key skill to develop as part of researcher professional development and if successful will carry academic esteem. Supervisor(s) should support their PGRS in seeking and applying for such funding. PGRS are expected to complete their research and submit their thesis within the approved period of registration (section 1.3). However, the Research Degrees Sub-Committee may permit a student to register for a full-time PhD where the normal and maximum period of study are set at 48 months, in cases where the funding body requires this to be the case owing to the nature of the proposed programme of research and provides funding to support an extended period of full-time training. This applies pro-rata to part-time students Changes in circumstances and Change to Registration Status (full-time and part-time mode) PGRS may wish to change the mode of study e.g. from full-time to part-time or vice versa, due to a change in circumstances. PGRS should first discuss their options with their supervisor(s) and if deemed suitable, complete and submit a RDC006-Change in Registration Status form to registryresearch@abertay.ac.uk. International PGRS studying under a UK Tier 4 visa are only permitted to study in full-time mode Changes to the Supervisory Team Under exceptional circumstances, changes can be made to the supervisory team. PGRS and/or supervisor(s) should first discuss this with the Head of the Graduate School or the Chair of the RDC Version Page 13

14 and if deemed appropriate, should complete and submit form RDC005-Changes to Supervisory Arrangements to Suspension of Studies If personal circumstances or other exceptional professional reasons affect the PGRS ability to engage with their studies, students may request to suspend their studies for a minimum period of 1 month, and in full months only (complete and submit a RDC008-Suspension of Studies form to registryresearch@abertay.ac.uk ). Save in exceptional circumstances, the maximum continuous period of a suspension will be 12 months, with a total permitted maximum of 12 months within the period of enrolment. Where suspension is granted, a return to study date will be agreed. The student must register and resume their studies on that date; otherwise they will be withdrawn from study. Students must discuss their intention with their supervisor(s) or the Head of Graduate School before completing and submitting RDC008-Suspension of Studies form. PGRS and supervisor(s) must also confirm that if funded by an external sponsor, a Suspension of Studies period is permitted within the agreed condition of award and must notify the external funder as soon as possible or if approved. Approved periods of suspension are not included in the registration period so the registration period will be re-calculated and the extended end-date notified to the student and supervisor(s). All other progression deadlines will be amended accordingly. PGRS are not expected to be working on the Research Degree during this time, and must NOT receive supervision. Students must maintain contact with their supervisor and notify registryresearch@abertay.ac.uk and supervisor(s) of their intended return date. International PGRS who have an approved Suspension of Studies must return immediately to their home country and request a new CAS to apply for a new visa in time to resume their studies on the agreed date Withdrawal Withdrawal is the process whereby a PGRS ends their registration before the thesis is submitted. PGRS and supervisor(s) may wish to consider a Suspension of Studies or change in mode of study as an alternative to Withdrawal (see sections or 2.1.7). PGRS must discuss with their supervisor(s) immediately if making the decision to withdraw. PGRS wishing to withdraw from studies should complete and submit form RDC009- Withdrawal from Studies. Supervisors wishing to have their PGRS withdrawn should discuss this first with the PGRS, the Head of the Graduate School and the Chair of RDC, and then complete and submit form RDC009- Withdrawal from Studies. The University may withdraw PGRS registration if: The PGRS fails to successfully complete the Annual Progression Panel review. Noncompletion by the required deadline will initiate the Withdrawal process. PGRS may be recommended and given the opportunity to submit for an alternative award on exit (e.g. a Masters by Research or MPhil). The PGRS fails to submit the Thesis within final deadlines. No regular contact has been maintained and the Registration has lapsed. Non-payment of tuition fees by the required deadline. The PGRS has not provided proof of identification or qualifications at Registration. The PGRS does not register or re-register within 2 weeks of the expected registration date. The PGRS is found to have breached the Research Code of Conduct and/or has been required to withdraw as the result of a Student Disciplinary hearing. Version Page 14

15 2.1.9 Graduate School Facilities, Communication, IT, Photocopying and Printing All Abertay postgraduate students (PhD, MPhil and MbR) and researchers are given membership of the Graduate School and have access to dedicated study and social spaces a forum in which students can meet, work and learn with other researchers and postgraduates from across the University. The Graduate School provides training and professional development opportunities to the postgraduate community, and offers help with funding applications, placement opportunities, teaching support, public engagement and outreach activity. The Graduate School supports the Abertay Research Community in the development of research and professional careers. All enquiries should be addressed to GraduateSchool@abertay.ac.uk. All research students are given a permanent desk and PC or access to hot-desk facilities within the Graduate School, depending on the specific needs of the student and the nature of the Research Degree. All PCs have access to training software and data analysis packages (e.g. SPSS and N-VIVO). PGRS and supervisor(s) can request access to specific non-standard software licences through the Graduate School (GraduateSchool@abertay.ac.uk) but must identify an allocated budget to cover any costs or have a strong case for support. All registered PGRS are given an annual printing and photocopying allowance which can be topped up by the student at the SEZ or via machines on the ground floor of the library. Printing and copying can be done at points across the University and within the Graduate School. The Graduate School organises researcher development training events and opportunities throughout the year and communicates these via the Graduate School web pages ( and Events Calendar. The Graduate School web pages also give information about the Research Degrees Committee and the University Research and Knowledge Exchange Strategy and Framework ( In accordance with the University Electronic Mail and Messaging policy ( ecurity/informationsecurity/) student and/or staff will be used to communicate with PGRS and supervisors throughout the Research Degree programme. All PGRS should check their University account regularly to ensure they are fully informed and have the opportunity to communicate views. PGRS are given access to a telephone with outgoing calls. The ARC Yammer social media tool is used as an additional means of communication for all research staff ( 2.2 Research and Research Degree Governance Committee Structure The University Research and Knowledge Exchange Governance Framework describes the organisation, relationship and reporting structure of the University Senate Committees, Sub- Committees, the Graduate School and the University Executive, which oversee the management of Research and Research Degrees policies and procedures. Senate is the Academic Board of the University and has a number of Committees and Sub-committees. The University Research Degrees Committee (RDC) is a sub-committee of the Research and Knowledge Exchange Committee (RKEC) which reports directly to Senate. The RDC oversees the review and implementation of policies, Version Page 15

16 regulations and procedures for research degrees, and is supported by the Head of the Graduate School and Research Degrees Representatives from each of the four subject area University Schools. The University Research Ethics Sub-Committee (REC) oversees the review and implementation of Research Ethics policies, regulations and procedures, and also reports to RKEC. The Graduate School Forum (GSF) which reports to RKEC, offers a voice to Graduate School stakeholders in matters of academic strategy, policy and management of the Graduate School, to help guide and influence the development of the Graduate School and postgraduate activity at the University. PGRS are represented on the Graduate School Forum, RKEC, RDC and the REC The Research Degrees Committee (RDC) The purpose of this sub-committee of the University Research and Knowledge Exchange Committee (RKEC) is to reassure Senate that the quality and standards of its awards are being maintained. The sub-committee monitors the implementation of the academic regulations for research degrees and keeps this under review in order to inform RKEC and the Registrar on issues arising from their operation. The RDC will monitor and confirm research degree student progress and degree awards. All student matters considered by RDC are administered by Registry, and any requests to be considered by RDC should be sent to registryresearch@abertay.ac.uk in the first instance Student Representatives, the Graduate School Forum and Feedback Postgraduate Research Students are represented by a number of Student Representatives nominated by the student body. Their role is to represent the views and interests of Research Students. Students can raise issues with their Student Representatives who can bring this information informally to the Head of the Graduate School or more formally to the Graduate School Forum (GSF) and Research and Knowledge Exchange Committee (RKEC) and its sub-committees to effect a positive change. Nominations for Student Representative are sought annually. The Students' Association and University provide support and training to help Student Representatives fulfil their roles and help develop important skills for future careers. The University collects anonymous feedback on an annual basis through the University PGR Student Experience Survey, which seeks information on local satisfaction with a range of aspects of provision, but is also relevant to national benchmarking information. The Postgraduate Research Experience Survey (PRES) is a biennial sector-wide survey provided by the Higher Education Academy and is designed to inform enhancements to the student learning experience. This survey is completed in alternate years to the University PGR Student Experience Survey. Feedback is reviewed annually and discussed at the Graduate School Forum. Feedback is also sought from External Examiners through Examiners Report Forms, which is considered annually by the Research Degrees Committee. PGRS can nominate supervisors for a Student Led Teaching Award category for Best Research Degree Supervisor. 2.3 The Research Degree Programme key Regulations, Information, Processes and Procedures The Regulations for research degree programmes The aim of a Research Degree is to develop a candidate as an independent and professional researcher as well as about doing research. The definitions concerned with Research Degrees, Doctorates, and Research Masters are set out in Regulations for Research Degree Programmes Version Page 16

17 ( ent/academicregulations/ Regs. 9-12). PGRS and Supervisors MUST make themselves aware of the Regulations for Research Programmes to ensure compliance ( ) Research Code of Conduct The University is committed to the principles of the Concordat to Support Research Integrity and therefore expects all staff, students and visiting researchers to adhere to the highest standards of integrity in the conduct of their research as set out in the Research Code of Conduct ( ). Members of the University have a collective responsibility to protect the good names of their colleagues and the institution by ensuring that their own research adheres to the principles of good research conduct and that they promote good research practice within the institution s research community. In summary, researchers must: maintain the highest standards of rigour and integrity in all aspects of research; ensure that research is conducted according to appropriate ethical, legal and professional frameworks, obligations and standards; support a research environment that is underpinned by a culture of integrity and based on good governance, best practice and support for the development of researchers; use transparent, robust and fair processes to deal with allegations of research misconduct should they arise ; work together to strengthen the integrity of research and review progress regularly and openly. (adapted from the Concordat to Support Research Integrity ) What we expect of the Postgraduate Research Student Postgraduate Research Degree Students (PGRS) must develop an ability to work independently and self-motivate, should be determined, flexible and demonstrate creativity and originality. The Vitae Researcher Development Statement (RDS) and Framework (RDF) which are endorsed by the Research Councils UK and Universities UK, sets out the knowledge, behaviours and attributes of effective and highly skilled researchers appropriate for a wide range of careers ( The RDF will be considered and applied in more detail (section 2.3.7). In summary, as well as demonstrating high quality, original, independent research completed in a timely manner, a successful Research Degree candidate will: comply with the University, sponsor or funding body, and any relevant professional body policies and procedures; comply with legal, ethical and regulatory requirements in the host University and partner organisation(s), the UK and in any country where the research is conducted. This includes Risk Assessments and Health & Safety Legislation, Research Ethics approval, Intellectual Property, insurance and indemnity etc. No collection of data or recruitment of participants can take place until these are granted (sections , , ); read and follow the guidance within The Student Partnership Agreement (under review); comply with the Research Code of Conduct and not engage in research misconduct which includes plagiarism, altering or inventing data, not obtaining the informed consent of Version Page 17