1. 1 GRADUATE SCHOOL A Guide to the Academic Regulations What you need to know! Michael Frain, Graduate School Level Two, Foundation Building 15 November 2012

2. 2 GRADUATE SCHOOL Research Progression

3. 3 GRADUATE SCHOOL Information Resources Good Practice Guide for PhD’s –www.iuqb.ie/en/homepage.aspx Academic Regulations and Procedures. –Ch.5: Research Postgraduate Academic Regs PGR Forms and Codes of Practice/Regulations –www.graduateschool.ul.ie –www.ul.ie/studentacademicadmin

4. 4 GRADUATE SCHOOL UL Res PG Population 11-12 Masters F/T 82 Masters P/T 23 Masters Total105 PhD F/T 583 PhD P/T120 PhD Total 703 Total Res Postgraduate 808

5. 5 GRADUATE SCHOOL Overview Supervisor/Student Relationship Monitoring & Progression Transfer from Masters to PhD PhD by Publication Duration of Research Continuation Fees Student Status Final Stages

6. 6 GRADUATE SCHOOL 09/10/20156 Student/Supervisor Relationships Director: Master: Guru: Teacher: Expert: Guide: Project manager: Auditor: Editor: Colleague: Friend: Follower Servant Disciple Pupil Novice Explorer Team worker Client Author Colleague Friend

7. 7 GRADUATE SCHOOL 09/10/20157 Responsibilities of the student Be responsible for your own research activity – only you can write the PhD Be responsible for your own personal career development Be aware of academic rules, regulations, ethical guidelines & grievance procedures Maintain regular contact with your supervisor, agree & keep deadlines, report on progress (end of semester report) & keep a written record of meetings

8. 8 GRADUATE SCHOOL 09/10/20158 Responsibilities of the supervisor At the outset at supervisor should: –Explain what is involved in doing a PhD –Agree a programme of work and time frame –Agree the ground rules – find out what your supervisor expects –Acquaint you with regulations /postgraduate charter –Agree on a schedule of meetings / deadlines

9. 9 GRADUATE SCHOOL 09/10/20159 Working Together Maintain a good working relationship at all times Importance of supervisory meetings –Provide written reports - measure your progress –Keep records of your meetings –Ask for feedback - should be positive –Listen to your supervisor –Make sure you understand the feedback, Ask ? –Review with your supervisor your progress

10. 10 GRADUATE SCHOOL 09/10/201510 Continued… Group meetings can be useful / departmental presentations / student research forums Agree on training needs & skills development CV development / awareness of profession / networking Conferences / publications

11. 11 GRADUATE SCHOOL Monitoring & Progression Research Student Progression Research Review Panels formed on an annual basis to review the progress of all research candidates within the department. Where the Research Review Panel is not satisfied that the student is making satisfactory progress, refer the student to the Research Confirmation Panel, where the student will be required to present and defend their work.

12. 12 GRADUATE SCHOOL Monitoring & Progression –Students have the right to appeal the decision of the Research Confirmation Panel to the Research Progression Appeal Panel. –See Academic regulation 5.6. 5.6.7, 5.6.8

13. 13 GRADUATE SCHOOL Monitoring & Progression Grievance procedure: –Complaints in relation to the adequacy of supervision see regulation 5.5.11 of the regulations –Complaints will not be considered once a thesis has been submitted for Examination

14. 14 GRADUATE SCHOOL Res Confirmation Panel Some students may be requested complete written and oral presentation –Demonstrate suitability for doctoral level work. –Clear evidence that the candidate has the innate ability to understand the topic deeply enough. –Ability to undertake independent research work successfully appropriate to doctoral level.

15. 15 GRADUATE SCHOOL Transfer to a PhD Transfer from Masters to PhD –Similar to Research Confirmation Panel –Code of Practice The Process includes (PGR-3b form) –Should take place by 18 Months –Must be done by 24 months –Written presentation & –Oral Presentation to three faculty members –There may be funding implications

16. 16 GRADUATE SCHOOL Structured PhD’s Candidates on Structured PhD programmes –Must agree the required taught modules with their supervisor –Must register for the relevant taught modules –Forms need to be submitted to SAA –Must keep a record of their programmes Generic skills training as a personal development plan –Progression to Stage 2 comes after 18-24 months

17. 17 GRADUATE SCHOOL PhD by Publication Decide early if this is your preferred route See Ch.5 Appendix 6 of Acad Regs Three to five published articles Articles must be published or accepted for publication while the candidate is registered as a research student

18. 18 GRADUATE SCHOOL PhD by Publication Articles that are pending publication need a letter from the journal editor stating that the article has been accepted in a final form and is awaiting publication Manuscripts or papers under review are not acceptable.

19. 19 GRADUATE SCHOOL Duration of Research Masters Full-Time –Min 1 year –Max 3 years Masters Part Time –Min 2 years –Max 4 years PhD F/T with Masters –Min 2 years Max 5 years PhD F/T without Masters –Max 3 and 5 years PhD P/T with Masters –Min 3 years Max 6 years PhD P/T without Masters –Min 4 and 10 years

20. 20 GRADUATE SCHOOL Duration of Research Students may apply for an extension to the duration of research Must complete a PGR-8 form Chapter 5: Sec 7 Academic Regs and Procedures

21. 21 GRADUATE SCHOOL Continuation Fees Research PG Fees: (full fees) –EU and non-EU fees –Masters two years fees, –PhD four years fees (Jan 2011 onwards) Continuation Fees: –Students are liable for an annual continuation fee after two yrs (Masters) or four yrs (PhD) –AY 12-13, EU -BEH €1,000 SET 1,500

22. 22 GRADUATE SCHOOL Student Status Leave of Absence (LOA) –Complete a LOA form, must be approved by their supervisor –There may be funding implications? –Return the form to Student Academic Admin –For those who have completed the minimum registration time, a minimum of 1 year’s registration must elapse before submission of thesis

23. 23 GRADUATE SCHOOL Student Status Withdrawal from Studies –In exceptional circumstances students may wish to withdraw, an exit form should be completed

24. 24 GRADUATE SCHOOL The Final Stages Submission of Research Thesis Process –Nomination of Examiners PGR-1 Form –Submission of Thesis PGR-4 Form Viva Voce - Code of Practice Format and Presentation of the Thesis Electronic Submission Thesis embargo

25. 25 GRADUATE SCHOOL 09/10/201525 Final Stages Continued… The Final Stages of the Research –Final draft of submission … must meet an agreed standard … to submit –Make sure deadlines can be met –Prepare for the Viva Voce examination – talk to supervisors/others –Ask about the the format Viva Voce

26. 26 GRADUATE SCHOOL Summary You are responsible for your progress Interact with you supervisor Do not ignore any correspondence or letters Be aware of the regulations and procedures If you are unsure, ask someone for advice

27. 27 GRADUATE SCHOOL Remember!

28. 28 GRADUATE SCHOOL Finally Thank-you for listening Questions…