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A Guide to the Academic Regulations

What you need to know!

Michael Frain, Graduate School

Level Two, Foundation Building15 November 2012

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Research Progression

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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

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UL Res PG Population 11-12

• Masters F/T 82

• Masters P/T 23

• Masters Total 105

• PhD F/T 583

• PhD P/T 120

• PhD Total 703

Total Res Postgraduate 808

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

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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

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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

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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

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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

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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

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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.

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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

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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

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Res Confirmation PanelSome 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.

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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

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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

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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

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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.

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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

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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

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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

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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

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Student Status

• Withdrawal from Studies– In exceptional circumstances students may wish

to withdraw, an exit form should be completed

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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

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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

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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

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Remember!

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Finally

• Thank-you for listening

• Questions…