1. Coventry University Curriculum Framework for PhD students
Prof Dobrila Petrovic
Philip Lewis
Luke Rhys Hicks
Coventry University, UK, 15 and 16 Dec, 2016

2. Part 1: Understanding the Progress Review Panel PRP
Part 2: Chairing a PRP

3. What does the ‘Coventry research programme’ look like?

4. Curriculum Framework Defines every research degree programme
Monitored via linked checklists
Checklists define deliverables
Progression reviewed annually via a Progress Review Panel
For more information on the phases and checklists go to:
Registry

6. Phase 1 PhD - checklists
PHD01: training needs analysis, draft proposal, draft plan, resources
PHD02: 5000 word draft literature review chapter
PHD03: 5000 word draft methodology chapter
40 credits: subject specific modules (or APL)
Ethical approval via
The University’s framework is built around deliverables/outputs that are designed to support students in creating the building blocks of the thesis as you progress through your programme.
All of the checklists after PHD01 allow for different outputs.
PHD02 draft Literature review, conference of journal paper or other output agreed by your Director of Studies
Within phase one you should at least identify the 40 credits worth of taught modules to support your research and would recommend that you take at least one of these within the first year.
All students must have completed Coventry’s ethical approval process for their research before they can progress to phase 2

8. Phase 2 PhD - Checklists
PHD04: 5000 word draft data collection/results chapter
PHD05: 5000 word draft results/analysis chapter
Must have 40 credits of subject specific modules (or APL) to progress to Phase 3

10. Phase 3 PhD - Checklists
PHD06: 5000 word draft discussion/evaluation chapter
PHD07: 5000 word draft conclusions/ recommendations chapter
Plus Examination Arrangements Form

11. Regulations Section 8: Regulations for Research Degrees other than by Submission of Portfolio Section 9: Regulations for the Award of Higher Doctorates and Doctor of Philosophy Degrees by Portfolio
Length of Registration
Minimum Registration
Maximum Registration
Expected Length of Programme
MRes - FT
12 months
24 months
MRes - PT
18 months
36 months
PhD - FT
48 months
PhD - PT
72 months
Registry

12. Progress Review Panels
A student is required to have a Progress Review Panel every 12 months where their checklists are monitored in order for them to progress onto the next stage. The PRP acts as their examination board.
Use the indicative time frames (detailed at the top of each checklist) as a guide to help the student progress through the curriculum framework.
Development Needs Analysis – this is a mandatory requirement of the checklists. Students can attend a workshop on this or download the questionnaire from the student portal. The DoS should discuss the output from the workshop or questionnaire with their student.
First year students (or first year at CU for transfer students) also have a Mid Year Review at six months.
There is further training on PRPs. Check here for dates:
Registry - As mentioned, the checklists correspond to which phase the student is on and what is required at their PRP depending on whether they are full time or part time.

13. What is a Progress Review Panel PRP?
Formally constituted panel that acts as an assessment board for individual candidates
Confirms marks for each phase of the Curriculum Framework and decides progression
“To progress from one stage of a programme of study to a subsequent stage, whether by full-time, or part-time study, a student must pass all modules required by the previous stage, which includes meeting any pre-requisite or mandatory or any other requirement set out in the course definitive documentation.”
Registry

14. Why do we have Progress Review Panels?
Gives the student an opportunity each year to reflect on their progress and plan for the next stage of their research
Input to research project beyond supervisory team
Practise at academic presentations and answering academic questions which prepares the student for the viva
Encourages the student to write throughout their programme, not just at the end
Monitoring compliance with policies on ethics and risk assessment
Picks up other issues that might have been missed
Academic

15. What does a PRP look like?
Every student is required to have a PRP every 12 months but before the 12 month anniversary of the students enrolment.
The PRP is made up of:
Independent Chair
Independent Subject Expert
DoS (or alternative supervisor)
Students will have different requirements for their PRP, according to which phase of the Curriculum Framework they are at. These requirements are detailed by checklists.
Academic

16. Timing of the PRP
Registry will contact both the DoS and the student to let them know they are due a PRP 6 to 8 weeks in advance.
Student needs to submit their documentation 10 working days before the PRP – this documentation also needs to be signed off by the supervisory team.
Once the DoS is notified by registry, please contact an approved subject expert (list sent by registry with notification) and confirm agreed date with student. Please note that Registry will allocate pre-assigned Chair slot’s for the PRPs and thus the DoS needs to stick to the slots
If PRPs aren’t completed within the timeframe given by registry, the student will have to go through late enrolment which has a huge impact on the student – they’ll lose access to facilities and resources at the University, particularly difficult for Tier 4 students. (potentially impacting Tier 4 sponsorship of international students)

17. PRP Documents
The documents that need to be submitted to PGRSU 10 working days prior to the PRP are as follows:
Document(s)
Student Responsibility
DoS’ Responsibility
PRP Document Submission Form
Submitted to RRU.reg
Check student has submitted
Written Deliverable(s)
Submitted via Moodle and to RRU.reg
Deliverable type agreed by Supervisor
Check Turnitin Submission Report
Presentation/Verbal Report
Give student expectations of content
Logbook
If electronic – Send to RRU.reg
If paper – Bring to PRP
Logbook guidance:
Completed Checklists
Filled in throughout the year. Signed off by DoS and moderated by second supervisor (if this is not possible, then the subject expert at the PRP can act as moderator)
Latest Ethical Approval Form
Registry
If there is a problem with any of this documentation, the student is already at risk at getting minor issues. This has implications to their enrolment, to their access to facilities and resources etc.

18. Prior to the PRP…
DoS talks to a student about who their independent subject expert could be from the pre-selected shortlist of experts (Note that anyone you use as an independent subject expert will not be able to be an internal examiner for the students viva).
DoS contacts chosen independent subject expert and informs PGRSU
DoS selects PRP date and time (from the circulated list of pre-allocated slots). DoS informs PGRSU of date who can book a room on your behalf if needed
PGRSU allocates Chair and s out Chair’s documentation pack in advance
Pack contains: PRP report form and broadsheet to be completed, PRP flowchart, lifecycle document, enrolment flowchart

19. PRP format Introduction by Chair
Student presentation/report (10-15mins max)
Chair does documentation check.
Subject expert asks academic questions, comments, feedback
DoS leaves room
Chair asks student about supervision, support, etc.
Student leaves room and DoS returns
Panel discusses any issues raised
Panel makes decision
Student told decision
Chair fills in the PRP Report form and Broadsheet
PRPs tend to last around one hour
Academic

20. PRP Formal Decisions
Progress: progress to next phase (or continue on same phase if PT).
Progress to Writing Up: progress to Writing Up.
Minor Issues (“Referred”): progress to next phase but there are minor issues to be addressed by a given date.
Repeat: do not progress to next phase as there are major issues that must be addressed by a given date.
Transfer: transfer to fallback award or higher award and re-profile programme of study.
Fail: fail programme of study and withdraw from the University.

21. Progress This usually is given when:
Outputs are considered to be at the appropriate quality level
Clear evidence of academic progression
All required documents available (e.g. outputs, checklists, supervisory change form, examination arrangements form)
Relevant checklists: fully signed and moderated
Ethics approval in place and up-to-date
Supervisory details accurate and up-to-date
Following PRP student can re-enrol
Registry

22. Progress to ‘Writing Up’
If a student has completed all the requirements of the Curriculum Framework (the checklists, passed all their subject specific modules, their written outputs) but are not in a position to hand in their thesis they will be allowed a writing up year.
Writing up phase has reduced flat fee
Only one year per student (unless approved by the Chair of the Research Degrees Sub Committee )
Typically 4th year FT or 6th/7th year PT
Following PRP student can re-enrol
Note: student can only move onto writing up at the point of re-enrolment
Registry

23. Minor Issues (“Referred”)
This usually is given when:
Documents are missing (e.g. checklists, supervisory change form, examination arrangements form)
Note: this does not include for missing outputs
Checklists: must be fully completed (signatures)
Ethics: None or out of date (Ethics needs to be updated regularly with changes to the project, all students are required to do an ethics application).
A timeframe needs to be given for when these minor issues need to be resolved, this is typically one month. Once these documents are received by PGRSU, these are then circulated to the PRP panel for re-approval. No changes need to be made to the PRP Report.
Following PRP student can re-enrol
Registry

24. Repeat This usually is given for: Academic issues
Quality of deliverable(s)
Quality of responses to questions, comments, etc.
Failure of mandatory/subject specific modules
Failure to submit relevant outputs
A clear action plan with associated support needs to be agreed
Following PRP student can re-enrol but will remain on the same ‘phase’
Typical time for a student to repeat is three months
Student’s next annual PRP takes place as normal
Registry – student expected to catch up – no extra time for a repeat, so in effect the student will get 9 months to do the work for the following phase

25. Transfer
Transfers require careful consideration. For example, Master by Research to PhD or PhD to MPhil
Chair must be informed of intended transfer up prior to the PRP
A ‘PRP Transfer Form’ must be completed by the Chair during the PRP
Possible registration period implications – please refer to PGRSU (Registry) if unsure
Following PRP student can re-enrol
Registry

26. Fail
Decision usually arises after two “repeat” PRPs if student has failed to show sufficient progress and has not met the requirements of the framework
Student is withdrawn but has the right to appeal
Rationale for a fail outcome needs to be documented in detail on the PRP Report Form
Registry

27. PRP Following Suspensions
Usually chaired by the Research Degree Leader
Main purpose of the PRP:
Assess progress made before suspension started
Ascertain future research plans and expected progress
Assess any additional support required
Following PRP student can re-enrol
Registry

28. Completing PRP Broadsheets
Once a decision has been made, the broadsheet must be completed by the PRP Chair. Copies of completed checklists that confirm those marks must go to RRU.reg The PRP cannot be processed without the broadsheet being correctly completed – this has implications for student re-enrolment
Decision
What is indicated on the Broadsheet?
Progress P
Progress to Writing Up
Minor Issues
(Leave Blank)
Repeat
Fail F
Will be discussed in more detail later

29. Overall PRP Remarks As a DoS or Supervisor
It’s important to make sure your student is using their checklists as a guide throughout their programme
Make sure all PRP documentation is signed off well in advance to the PRP to ensure the student is ready for the PRP
As a PRP Panel Member
Know your role and what is expected of you
Follow the regulations and if unsure seek advice from PGRSU Registry
Ensure correct procedure is followed prior to, during and after the PRP
Academic

30. Questions…?

31. Part 2: Chairing a PRP

32. Aims of Session
To build upon the knowledge gained in the ‘Understanding the PRP’ workshop
To provide practical guidelines on chairing a PRP
To use case studies/scenarios to demonstrate potential issues that may arise in a PRP

33. PRP Panel Roles: Independent Chair
Chairs panel, assures correct procedures, listens to presentation, can ask student (and DoS if required), questions to clarify (non-academic questions), involved in final decision
Writes up the PRP report form
Completes broadsheet confirming pass “P” as appropriate and signs
Main roles: regulations, pastoral, academic
Academic

34. PRP Panel Roles: Independent Subject Expert
Reads deliverable(s) in advance of the PRP, listens to presentation, asks student academic questions, may ask DoS questions (subject to chair approval), involved in final decision
Main role: academic
Remember that the subject expert cannot be part of the students Viva as an examiner.
Academic

35. PRP Panel Roles: Director of Studies (or alternate)
Currently involved in final decision, can’t ask student questions, may be asked questions by rest of panel (as approved by Chair)
Ensures checklists have been signed off and completed in a timely manner.
Main roles: academic, pastoral
Academic

36. Chair Activity- Pre PRP
Before commencing the PRP the Chair should:
Check what stage student is at
Check paperwork submitted
Begin completion of PRP Report Form
Access to UNIVERSE is useful
Share the report form…..

37. Final Result
If no administrative or academic issues student can progress (or continue)
If administrative issues need resolving student may be given Minor Issues (typically one month to resolve)
Missing documentation, signatures etc
If academic issues need resolving a Repeat PRP may be given (typically within three months)
Quality of outputs, response to questioning, failure to submit outputs etc
Administrative issues:
Documents are missing (e.g. checklists, supervisory change form, examination arrangements form)
Note: this does not include for missing outputs
Checklists: must be fully completed (signatures)
Ethics: None or out of date
Academic issues
Quality of deliverable(s)
Quality of responses to questions, comments, etc.
Failure of mandatory/subject specific modules
Failure to submit relevant outputs

38. Final Remarks
Supervisory team issues – deal with these in advance; discuss with experienced member of team
Be clear about the roles of each person at the PRP
If in doubt suspend the PRP and phone PGRSU (Registry)

39. Questions…?