1. Supervisor Briefing 3 rd May 2016 Kim Orsi

2. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office Timetable 9.30Welcome and Overview: Professor Philippa Saunders, Director of Postgraduate Research, CMVM Dr Andrew Hall, PGR Director, Deanery of Biomedical Sciences 10.20College Office support: Kim Orsi, CMVM Postgraduate Research Administrator 10.30Louise McKay: Institute for Academic Development 10.45Refreshments 11.00Case studies and feedback 12.00End of session

3. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office Staff Kim Orsi, CMVM Postgraduate Research Administrator kim.orsi@ed.ac.ukkim.orsi@ed.ac.uk, 0131 242 6374 Isabel Lavers, CMVM Postgraduate Manager isabel.lavers@ed.ac.ukisabel.lavers@ed.ac.uk, 0131 242 6480 Carol Wilson, CMVM Postgraduate Support carol.wilson@ed.ac.ukcarol.wilson@ed.ac.uk, 0131 242 6461 Refer to our 'Contact Us' page for information on the rest of the College Postgraduate Office Team.Contact Us

4. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office Role To provide Regulatory and Governance guidance. Help ensure that College and institutional QA and QE requirements are met. Process all postgraduate admission applications. Help enhance and support the student experience. Management of research degrees – coordinating and processing of examination paperwork.

5. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office Role Award of centralised scholarships. (Contact: Morag Sawkins), morag.sawkins@ed.ac.uk, 0131 242 6513 morag.sawkins@ed.ac.uk Interruptions/Withdrawals If a student interrupts or withdraws, there is a requirement for the stipend to go on hold, or stop completely. Supervisors of College funded students should notify the CMVM finance office with details of the concession, and research centres in charge of funding should notify Human Resources. If notification is not given of interruption, there is a risk that a student will run out of stipend before the end of their programme.

6. Supervisor Briefing – 3 rd May 2016 The concession form can be downloaded from the wiki

7. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office Student applications and numbers In 2014/15 the office processed 3,437 postgraduate applications 1076 were research applications, and 934 were for taught programmes 1427 were for online programmes This resulted in 296 first year research students in 2014/15. In 2014/15 we had a postgraduate population of 2,440 students, 1063 of these were research students.

8. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office How to apply All postgraduate applicants must apply online via the relevant programme application form found on the Postgraduate Degree Finder pages. This is particularly important for students who wish to be considered for scholarships. http://www.ed.ac.uk/studying/postgraduate/degrees The minimum entry requirement is a 2:1 honours degree in a relevant discipline. All research applicants must be interviewed. The Postgraduate Research Wiki contains guidance on the admissions process.Postgraduate Research Wiki Applicants must meet our English language requirements.

9. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office English Language Requirements The CMVM PG Office implemented the new University policy for PG applications from the 1 st October 2014. If you are involved in the recruitment of students, it is very important that you are aware of the University’s English Language requirements. Assessing an applicants English ability during their interview is not enough evidence, and is not permitted. Waivers will not be issued. Policy regarding English language entry requirementsPolicy regarding English language entry requirements Help is available to new students via the Test of English at Matriculation (TEAM). Students whose overall score is below 7.0 IELTS or 100 TOEFL iBT. MUST take the test. Those who score over these marks are advised to take the test. Pre-sessional English courses and further English language study can be undertaken within the University’s English Language Teaching Centre.

10. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office Immigration and Visas In March 2009 the UK government introduced new immigration and visa rules. Student Administration issues overseas applicants their Confirmation of Acceptance for Studies (CAS) which allows applicants to apply for their visa to study at the university. Our international office is able to provide up-to-date guidance to applicants on applying for visas and to current students who may need to extend their visa. http://www.ed.ac.uk/schools-departments/international-office/immigration/1.35060

11. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office Immigration Health Surcharge New regulations introduced by the Home Office mean that as of the 6 th April 2015, most people applying for a UK visa will be charged a compulsory additional fee to allow them to access UK healthcare. The surcharge for students and their dependants is £150 per person, per year of the visa. The Immigration Health Surcharge payment is an integrated process as part of the online visa application

12. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office Confirmation of Attendance It is the responsibility of supervisors (or School administrative staff) to confirm attendance on EUCLID for PGR students. This is done annually on the anniversary of each individual. Failure to confirm attendance may result in the student being ‘de matriculated’ by Registry, which can have consequences for Tier 4 visa holders. A student cannot matriculate if attendance has not been confirmed

13. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office Attendance and Engagement Monitoring Attendance monitoring is carried out for ALL students. PhD and MSc by Research student attendance monitoring assumes regular student contact with the Supervisor (fortnightly). If any student is absent for more than 2 weeks with no contact/explanation, you must report this to Kim Orsi, kim.orsi@ed.ac.uk, 0131 242 6374.kim.orsi@ed.ac.uk If a student fails to engage without contact/explanation, steps will be taken to have him/her withdrawn from study. The University has recently updated the Tier 4 Student Attendance and Engagement PolicyTier 4 Student Attendance and Engagement Policy

14. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office Attendance and Engagement Monitoring The University’s Tier 4 Attendance and Engagement Policy states that ten points of contact must be identified throughout an academic session. To ensure we meet the engagement requirements for Tier 4 students outlined in the University policy and required by UKV&I, a minimum of four engagement monitoring points must be identified, reported and monitored for each year of study by Supervisors. Student Administration will monitor six further points of attendance, including Confirmation of Attendance and Census Attendance. You can view the policy at Tier 4 Student Attendance and Engagement Policy

15. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office Guidelines on what constitutes an acceptable supervisory team For lab-based projects, one member must be lab-based Normally at least one member must have a full UoE contract For first supervisors the length of contract must extend beyond the prescribed period of study Normally the first supervisor must have already supervised (at another institute) or co-supervised at UoE a PhD student through to completion of thesis If the supervisor has not previously supervised (Chancellor’s Fellows only) there MUST be an experienced UoE co-supervisor Gender balance should be considered Pastoral provision should be considered – this is particularly important for overseas students who have not previously studied in the UK Supervisors should not be in a relationship

16. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office To be eligible to supervise, you must have A higher degree, normally a PhD or MD or significant equivalent experience (10 years research experience plus extensive publication list as evidence of leading and supervising research) A minimum of 5 years research experience (e.g. 3 year PhD + 2) A minimum of 2 publications to which you have made a significant contribution Evidence of previous research supervisory experience at Honours BSc or MSc level Attended a local supervisors’ briefing session Be part of a supervisory team for an identified student/studentship

17. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office Visiting Students Visiting students are students who are studying or conducting research at the University for a short period of time, i.e. for less than or up to one year. Visiting students will be registered on a degree programme at another higher education institution. Credit gained and/or research conducted at Edinburgh will transfer back to the home institution and may count towards the student’s final qualification. They will not graduate from the University of Edinburgh. All visiting students who attend the University for more than two weeks must be registered on the University’s student record system (EUCLID) They must NOT be registered on the VRS Visiting students will be charged tuition fees. The fee will depend on the type of visiting student they are. http://www.ed.ac.uk/schools-departments/medicine-vet- medicine/postgraduate/visiting-students/study-options

18. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office Visiting Student Fees (PGR) A student admitted for less than or up to twelve weeks will not be charged a tuition fee. A student admitted for more than twelve weeks and up to and including twelve months will be charged a flat fee which will be £600 in session 2015-16. The University has a Visiting Student PolicyVisiting Student Policy

19. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office PGR Annual Review Process The Annual Review Process is now online! The main benefit to this is that all new student reports will be linked to EUCLID, and can be reported on at any stage highlighting potential gaps in the process. Principal and Lead Supervisors will now be able to: Review the student entry within the annual review form Complete the Principal/Lead Supervisor details Upload documentation Save and return to the form at any stage Monitor students with annual review forms, and their progress Online guidance can be found here http://www.studentsystems.is.ed.ac.uk/staff/user_guides/pgr_annual_review/pgr_super visor_staff.htm http://www.studentsystems.is.ed.ac.uk/staff/user_guides/pgr_annual_review/pgr_super visor_staff.htm

20. Supervisor Briefing – 3 rd May 2016 CMVM Postgraduate Office Where to get information and help Look on the College Postgraduate Research WikiPostgraduate Research Wiki (No ease log in required) This is a resource for research staff, students and examiners. Code of Practice Ask your Administrator Ask your School Postgraduate Administrator Ask your School Postgraduate Director Ask the College Postgraduate Office Contact UsContact Us

21. Thank you for your time. Kim Orsi Postgraduate Officer Graduate School: College Hub College of Medicine & Veterinary Medicine University of Edinburgh The Chancellor's Building 49 Little France Crescent EDINBURGH EH16 4SB Tel: 0131 242 6374 Fax: 0131 242 6479 e-mail: kim.orsi@ed.ac.uk