1

Faculty/School of….

Handbook for Research Students 2010/2011

Part A: University Information

(http://www.reading.ac.uk/web/files/qualitysupport/hbookresstudent.pdf)

2

CONTENTS PART A

Section Description Page

Contents Page Contents Page 2 Declaration (General) Declaration 3 Disclaimer (General) Disclaimer 4 Abstract Abstract (Part A) 4 General Information Introduction 5 General Information University Vision and Mission 5 General Information Contacts: Who’s Who in the University 6 General Information Enrolment and Re-enrolment Information 7 General Information Data Protection 7 General Information Tuition Fees 7 General Information Research Student Representation 8 General Information Links to Useful Websites 8 Statements/Codes University Code of Practice on Research Students 10 Statements/Codes Quality Assurance in Research 10 Statements/Codes Policy Statement on Equal Opportunities 10 Statements/Codes Health and Safety (General Statement of University Safety Policy) 11 Statements/Codes Intellectual Property 11 Statements/Codes Rules for Submission of a Thesis for Higher Degree 11 Statements/Codes Statement on Academic Misconduct 11 Statements/Codes Statement and Guidelines on Harassment 11 Training Graduate Schools /

Graduate Skills Development Programme 12 Training Research Students’ Career Development and

Management Programme 12 Training Centre for Staff Training and Development 12 Training Skills Training and Personal Development Planning 12 Training University Courses (Safety/Library/IT Services) 12 Services/Facilities Careers Advisory Service 13 Services/Facilities University IT Provision and Services 13 Services/Facilities University Library (General Information) 13 Services/Facilities Statistical Computing Advisory Services 13 Services/Facilities Car Parking (Regulations and Costs) 13 Services/Facilities Catering on the Campus 13 Services/Facilities University Sports Centre (SportsPark) 14 Welfare Welfare Guidance and Support 15 Welfare Medical Practice 15 Welfare Counselling Service 15 Welfare Disability Information 15 Welfare Financial Problems 15 Annex A Code of Practice on Research Students 16 Annex B Student Complaints Procedure 35 Annex C Research Ethics Committee - Guidance to Schools 38 Annex D Maps of the Campus and Reading 40 Index Index (For University Information)

3

UNIVERSITY OF READING

RESEARCH STUDENTS’ HANDBOOK

DECLARATION

Name:

Programme:

I have read the information within this Handbook and agree to follow the guidance it contains. I have also read the University Code of Practice on Research Students (details provided on page 10 of this Handbook) and will follow its regulations throughout my research programme.

Signature:

Date:

Please return to your School Office

4

DISCLAIMER The University information and the Website addresses given in this section of the Handbook are correct at the time of printing. Some of this information may change during the course of your research programme at the University of Reading and you will find the most up-to-date versions of the documents in the University-level section of this Handbook on the web at the following URL: http://www.reading.ac.uk/web/files/qualitysupport/hbookresstudent.pdf

ABSTRACT This Handbook for Research Students is divided into a number of sections as follows:

General Information: General background information on the University, including the University’s Mission Statement and Corporate Plan, how to register for a research degree and the annual process of re-registration, student representation, a Contacts ‘Who’s Who’ and a Welcome from the Director of Postgraduate Research Studies and Researcher Development.

Statements/Codes: This section provides details of a number of the University’s policy statements and codes of practice. In particular, you will find information about the University’s Code of Practice on Research Students, which sets out the procedures that the University follows in relation to your research degree, including how you will be supervised.

Training: The University provides a number of training programmes for research students, which complement the more specific training programmes detailed in Part B of this Handbook.

Services/Facilities: Information on and web-links to the University’s service departments (eg IT Services and the Library) and on facilities at the University of Reading (eg catering on campus and sports facilities).

Welfare: Information on the University’s welfare facilities, such as the Medical Practice and information for students with financial problems.

Annexes: Three annexes, including details of how to make a formal complaint relating to your studies, guidance on Ethics and Research, and also a set of campus maps.

5

GENERAL INFORMATION

Introduction Welcome to the University of Reading and to your research programme. Postgraduate Research Students are an important and valued part of the research community here at Reading. This Handbook contains a number of documents and useful information which will be relevant to your time here. The Handbook is in two parts: Part A contains generic University information such as where to find our Code

of Practice on Research Students, procedures for enrolment and information on research student representation. It also provides information on University services and facilities such as the Library and the Careers Advisory Service. Many of the sections contain links to the University’s website, where you will find the most up-to-date information available.

Part B of the Handbook will be provided by your Faculty, your Graduate

School or your School and will contain information specific to the area in which you are going to be carrying out your research.

This Handbook complements other booklets and documents that you will receive and the information provided online, such as the Online Student Handbook. It is important that you keep the Handbook for reference throughout the time you study here at Reading, although it will also be available on the University’s website at:

http://www.reading.ac.uk/web/files/qualitysupport/hbookresstudent.pdf. It is likely that some of the information in this Handbook will be updated during your research programme and therefore you should check the web version to make sure that you have the most appropriate information. Your Faculty or School will, however, make sure that you are informed of particularly important revisions or any new documentation. I wish you an enjoyable and successful period of research here at Reading. Professor Dianne Berry, Director of Postgraduate Research Studies and Researcher Development Chair, University Committee on Postgraduate Research Studies

University Mission Statement ‘We are one of the United Kingdom’s leading research intensive universities, a major contributor to the knowledge economy, and internationally recognised for our excellence in teaching. Our mission is to educate talented people well, to conduct outstanding research, and to promote the responsible application of new knowledge. We will achieve our vision by committing the maximum possible resources to support areas of established academic strength, of emerging excellence, and of comparative advantage. We seek to provide our staff and students with whatever they need in order to attain the highest standards of scholarship’.

6

Who’s Who in the University

Vice-Chancellor: Professor Gordon Marshall Deputy Vice-Chancellor: Professor Tony Downes Pro-Vice-Chancellors: Professor Steven Mithen Professor Rob Robson

Professor Christine Williams Deans of Faculties: Arts and Humanities Professor Sue Walker Social Sciences Professor Dianne Berry Henley Business School Professor John Board Life Sciences Professor Richard Ellis Science Professor Gavin Brooks Director of Student Services: Professor Jennifer Ghandi Director of Academic Services: Dr Richard Messer Faculty Offices: Arts and Humanities and Mr Nigel Trethewy, Sub-Dean Social Sciences (Joint Office) Vanessa Combeer, Head of Undergraduate Room 231C, HUMSS Building and Postgraduate Admissions Henley Business School Mr David Stannard, Director of Room 111, Business School Building Administration

Mr Anthony Keeble, Faculty Postgraduate Admissions Manager

Life Sciences and Science Ms Sally Adams, Sub-Dean (Joint Office) Mr Jonathan Lloyd, Senior Administrative Officer Geography building Other key staff: Director of PGR Studies and Professor Dianne Berry Researcher Development Graduate Schools in Humanities, Arts Professor Pam Denicolo, Director and Social Sciences Graduate Skills Development Dr Pam Stuart, Coordinator Programme (Life Sciences and Science) Head of PGR Support and Development Mr Chris Robson Disability Advisory Service: Mrs Annabel Avery/Ms Kate French, Room G03, Carrington Building

Student Financial Support Team Ms Jo Gibson, Team Leader Room G08, Carrington Building Council Tax Enquiries: Student Helpdesk, Room G08, Carrington Building Receipts Office: Room G01, Whiteknights House

7

Enrolment and Re-enrolment Information All students are required to enrol at the start of their research programmes. Enrolment is completed online and Faculty Offices send details of how to enrol to all eligible students well in advance of the start of the term in which they commence their research. The enrolment process provides the University with important and essential information about the student. Students are also required to re-enrol at the appropriate time for subsequent academic years in which they are studying for a research degree at Reading. Your Faculty Office will provide you with guidance on online re-enrolment at the appropriate time. It is important that you complete the process as soon as possible so that the University has up-to-date information. It is also important that you inform your Faculty Office of any changes of address during the year. Your Faculty Office can provide guidance and advice on your enrolment status throughout the year.

Data Protection

The University collects, holds and processes personal data relating to you as one

of its students. It is essential for it to do so, in order to manage its operations

effectively.

These activities are carried out in accordance with the Data Protection Act 1998,

and with the University’s Data Protection Policy and Guidelines (which is available

via the web at http://www.reading.ac.uk/data_protection).

As such, the purposes for which the University processes personal data are

notified to the Information Commissioner, and can be viewed on their website at

http://www.ico.gov.uk/ESDWebPages/search.asp. Completion of the online

enrolment process indicates your awareness of the University’s handling of your

personal data and your agreement with the uses of your personal data.

Further details on the University’s use of such data can be found in the Online

Student Handbook, which is brought to the attention of all students at the start of

each academic year (at the enrolment or re-enrolment stage) and which is

available at the following URL:

http://www.reading.ac.uk/internal/student/OnlineStudentHandbook/std-serv-osh-

index.aspx,

Tuition Fees

Students are required to pay a fee for each year that they are registered for their research programme. Your Faculty Office will have provided details of the tuition fee payable for the first year in your Offer of Admission. You will be provided with details of the fee payable for each subsequent year when you work through the online enrolment process. Tuition fees are subject to an annual increase. Once you complete the minimum period of registration for your programme, you will still be required to pay a fee to the University but the amount of that fee will

8

depend on how much supervisory assistance you receive and the extent to which you are likely to use University facilities. Your Supervisor will recommend to the Faculty Office that you pay one of the following fees:

the appropriate full- or part-time fee for students continuing to receive supervision and making full use of University facilities;

a ‘Continuation Fee’ for students no longer using University facilities.

Research Student Representation School and Faculty representation Research students are represented on a number of bodies at a School and Faculty level. Please contact your Head of School or the Sub-Dean of your Faculty to see how you might become involved. Postgraduate Representation Group (PGRG) The University’s Students’ Union (RUSU) convenes a Postgraduate Representation Group to discuss a wide range of issues relating to postgraduate students. The Group has an elected membership, which is drawn from the University’s postgraduate community. The Presidents attends the RUSU Student Council and Students’ Union meetings as a voting member. The aim is that the Group should represent and unite postgraduate interests, and opinions within the Union and University, whilst also providing support and organising social events for the postgraduates. How to get involved Students automatically receive emails from the group. Those wishing to join, get involved and be part of a dynamic and fun group should email the group at post-grads@rusu.co.uk. Those with a specific interest in educational issues should contact the VP Academic Affairs, Tommy Gilchrist (t.gilchrist@reading.ac.uk).

Links to Useful Websites University Websites The University of Reading (front page) http://www.reading.ac.uk/ Graduate School in Arts and Humanities http://www.reading.ac.uk/gsah Graduate School in Social Sciences http://www.reading.ac.uk/gsss Graduate Skills Development Programme (Life Sciences and Science) http://www.reading.ac.uk/gsdp Research Student Information at the University: http://www.reading.ac.uk/internal/student/research-students/stdserv-research-students.aspx

9

University template front cover for theses http://www.reading.ac.uk/web/files/qualitysupport/thesiscoveruor.dot University Research Travel Grant Sub-Committee (conference travel funding for

University-funded research students) http://www.reading.ac.uk/RDG_ONLY/Staff/research_grant_1.htm Links to other useful websites at the University are shown in the relevant sections of this Handbook. External Websites Vitae Launched in June 2008, Vitae is a national organisation which champions the professional and career development of researchers. Their website contains information and guidance on a number of aspects of your doctorate, including planning, self-development, supervision, raising your profile, completing your doctorate and planning your career. Vitae incorporates the former UK GRAD programme. http://www.vitae.ac.uk UK Research Councils Research Councils UK http://www.rcuk.ac.uk/ Arts and Humanities Research Council http://www.ahrc.ac.uk/ Biotechnology and Biological Sciences Research Council http://www.bbsrc.ac.uk/ Economic and Social Research Council http://www.esrc.ac.uk/ Engineering and Physical Sciences Research Council http://www.epsrc.ac.uk/ Medical Research Council http://www.mrc.ac.uk/ Natural Environment Research Council http://www.nerc.ac.uk/ Science &Technology Facilities Council http://www.scitech.ac.uk/Home.aspx

10

STATEMENTS/CODES

University Code of Practice on Research Students The University Code of Practice on Research Students is one of the key documents relating to the conduct of postgraduate research at the University and the most up-to-date copy of the Code can be found on the University website at: http://www.reading.ac.uk/web/files/qualitysupport/cop_resstudents.pdf The Code provides information and guidance for Research Students and their Supervisors on the following areas: Applications and admissions procedures Induction Supervision arrangements (including responsibilities of students and

supervisors) Skills training Monitoring and assessment of progress Examinations (including information on and links to the University’s Rules for

the Submission of Theses for Higher Degrees and the Guide for Examiners for Higher Degrees by Thesis)

Complaints and appeals Further requirements for students ‘working-away’ from the University

You are encouraged to become familiar with the contents of Code of Practice as it sets out what the University expects from you as a research student and what you should expect from the University.

Quality Assurance in Research (QAR) The University current web pages for Quality Assurance in Research contain a range of information on the process of QAR, including details of how the system operates at Reading, and can be found at:

http://www.reading.ac.uk/qar/index.htm

Policy Statement on Equal Opportunities and Diversity The University of Reading, in accordance with the specific provisions and general intention of its Charter, confirms its commitment to a comprehensive policy of Equal Opportunities in employment in which individuals are selected, developed, appraised, promoted and otherwise treated on the basis of their relevant merits and abilities and are given Equal Opportunities within the University. The object of this policy is to ensure that no applicant, student, employee, supplier, provider, contractor or user of facilities shall be treated more or less favourably than any other on account (for example) of his or her sex, sexual orientation, gender identification, marital status, Civil Partnership status, family responsibilities, race (including colour, nationality, ethnic or national origins and citizenship), religion and belief, political belief, membership (or non-membership) of a Trades Union or other representative association of employees or students, disability (including HIV status), age or socio-economic background.

11

The University opposes any form of discrimination on these stated grounds unless it can be objectively justified as genuine, substantial, reasonable and within the law. Evidence of discriminatory behaviour (including harassment) will be treated as a potential disciplinary matter which may, in turn, result in sanctions up to and including staff dismissal or student expulsion in line with staff grievance and disciplinary procedures and student complaints and disciplinary procedures. Other relevant policies and procedures include:

· Race Equality Policy; · Harassment Policy and Procedures; · Code of Good Practice (Valuing Ourselves and Others) · Student Disability Statement

University Health and Safety: Policies, Safety Guides and Notes http://www.reading.ac.uk/internal/health-and-safety/resources/hs-resources-guidance.aspx

Intellectual Property Ownership http://www.reading.ac.uk/internal/res/AcademicLegalServices/IntellectualPropertyManagement/PoliciesandProcedures/reas-IPMPoliciesandProcedures.aspx

Rules for the Submission of Theses for Higher Degrees http://www.reading.ac.uk/Exams/ThesesRules.pdf

Statement on Academic Misconduct The University’s Statement on Academic Misconduct, which includes the University’s definition of plagiarism, is available at:

http://www.reading.ac.uk/Exams/academicmisconduct.pdf

Statement and Guidance on Harassment http://www.reading.ac.uk/Personnel/rdg-only/harassment_procedures.htm

12

TRAINING

Graduate School in Humanities, Arts and Social Sciences http://www.reading.ac.uk/gsah

Graduate School in Social Sciences http://www.reading.ac.uk/gsss

Graduate Skills Development Programme (Life Sciences and Science) http://www.reading.ac.uk/gsdp

Research Students’ Career Development and Management Programme http://www.careers.reading.ac.uk/postgrad/

Centre for Staff Training and Development http://www.reading.ac.uk/CSTD/

Skills Training Personal Development Planning for Research Students

http://www.reading.ac.uk/internal/pdp-pg/pdppg-home.aspx Skills Opportunities at Reading website

http://www.reading.ac.uk/soar/soar-Postgraduateskills/soar-PostgraduateSkills.aspx

General University Training Courses University Library: http://www.reading.ac.uk/library/finding-info/training/lib-

training.aspx IT Services: http://www.reading.ac.uk/ITS/info/training/index.htm

13

SERVICES/FACILITIES

Careers Advisory Service Home-page: http://www.reading.ac.uk/careers/ Job Shop: http://www.reading.ac.uk/jobshop/ Information for Research Students (including Career Management Skills): http://www.careers.reading.ac.uk/postgrad

IT Services http://www.reading.ac.uk/its/info/index.htm

University Library http://www.library.reading.ac.uk/ Statistical Computing Advisory Services http://www.reading.ac.uk/ssc/ Car Parking (Regulations and Costs) http://www.fmd.reading.ac.uk/security/parking.asp Catering on the Campuses The Cedar Food Mall (Cedars) During term-time, the Cedar Food Mall contains 3 different food areas and is open from 10.00am to 3.00pm for a wide range of quality food, including a healthy salad selection. The IN-Di-GO section serves traditional and exotic hot food, including stir fries cooked while you wait. Baguettes, hot paninis, sandwiches, snacks and hot and cold beverages are available from the Delicious Bar, while full English breakfasts are available from Food Express. The Cedar Food Mall also has a wireless network throughout. Please note that Cedars will be closed shortly before Christmas 2010 for major refurbishment and will reopen in mid-August 2011. Dol.Che Vita The Dol.Che Vita espresso bar is open from 8.00am – 9.00pm Monday – Friday. Dol.Che Vita offers high quality sandwiches, baguettes, fresh salads, soups and snacks to accompany the range of speciality coffees and teas. This area is fully licensed and has a large patio area. Situated at the Palmer Building, this area is central and an ideal place to meet friends and unwind. A wireless connection is also available. Fusion The Fusion coffee shop is based in the Science and Technology Centre (Earley Gate) and it offers Dol.Che Vita coffee and a selection of quality beverages to choose from. Fusion also provides a unique range of sandwiches, wraps, Danish pastries and a range of other light bites. It is open 10.00am to 3pm Monday to Friday. Snack bars Snack bars can be found in the Humanities and Social Sciences common room and in the Agriculture Building. These offer ‚grab-and-go‛ sandwiches, paninis, salads, soups, jacket potatoes, and other light bites. These are open all year round from 9.00am– 4.00pm Monday to Friday. There are also vending machines in numerous Schools.

14

Senior Common Room Research students are welcome to use the University’s Senior Common Room, based in Park House, each evening. Facilities in the SCR include a dining room, newspaper lounge and licensed bar. As with all staff members, students wishing to use the SCR are required to be issued with a membership card, which for a £2 charge can be obtained from the Secretary to the SCR, Mrs Jean Carter (j.a.carter@reading.ac.uk), who is available in Park House from 9.45 am to 1.45 pm on Mondays, Tuesdays, Wednesdays and Fridays. Please note that Park House will be closed from September 2010 for refurbishment and will reopen in early January 2011.

Students’ Union (http://www.rusu.co.uk/) As well as Café Mondial, which serves a range of hot drinks and snacks throughout the day, main meals are available in Mojo’s bar between 12.00 am and 6.00 pm, with bar snacks also served until 5.30 pm. The upper floor lounge area of 3sixty is open daily Monday - Friday from 12.00 noon offering a full range of hot drinks and snacks, as well as full bar facilities. The Fresh Start servery offers sandwiches, hot drinks, fruit and cakes throughout the day.

Bulmershe Food Court The main dining room in the Bridges Building provides a full meal service. Meals are organised on a cafeteria basis with one counter serving main meals and one counter serving a variety of hot and cold snacks. The coffee bar in the Central Common Room serves light snacks and drinks. HumSS café Located on the ground floor of the HumSS building, this is a brand new café offering freshly-baked hot food such as pies, jacket potatoes and paninis, plus quality beverages and sandwiches. It is open from 8:30 to 4 pm Monday – Friday. Cotton Club The Cotton Club offers stir fries and a full selection of hot main meals, sandwiches and snacks. Based on the London Road campus, the Cotton Club is a good place to meet, play pool or relax in front of the TV. Café Libro The Café Libro Expresso Bar is located in the foyer of the main library; it specialises in Fair Trade, organic and locally sourced products, including baps and sandwich boxes. It is open from 8:30 to 4 pm Monday – Friday. Café Index Located on the ground floor of the Henley Business School building (Whiteknights Campus), Café Index offers fresh coffees, a range of teas, sandwiches and cold drinks. It is open from 8:30 to 4 pm Monday – Friday.

SportsPark (http://www.sport.reading.ac.uk/index.asp) Recently upgraded to include a wider range of up-to-date facilities, Sports Park offers a range of membership options. It includes the new V02 Fitness Studio, yoga studio and joining gives you access to all the University’s other sports facilities. SportsPark itself is open from 7.00am to 10.00pm weekdays and 9.00am to 9.00pm during the weekend. Based on the Whiteknights campus, it also offers a range of services, including the Active Lifestyles programme.

15

WELFARE

Welfare Guidance and Support Accommodation Office: http://www.reading.ac.uk/internal/accommodation/acc-home.asp University Chaplaincy: http://www.reading.ac.uk/chaplaincy/ Study Support and Advice: http://www.reading.ac.uk/Counselling/studyskills/publish/ http://www.reading.ac.uk/Counselling/studyskills/publish/Postgraduates.htm Dyslexia and Dyspraxia Information: http://www.reading.ac.uk/Counselling/studyskills/publish/dyslexia_dyspraxia.htm

University Medical Practice http://www.reading.ac.uk/Medical-Practice/

University Counselling Service http://www.reading.ac.uk/Counselling/

Disability Advisory Service http://www.reading.ac.uk/disability/

Financial Issues Links to advice on sources of funding for prospective students and other financial issues, as well as a search function linking to funding options such as Studentships and the Access to Learning Fund: http://www.reading.ac.uk/life/life-money-pg.asp

Students’ Union http://www.rusu.co.uk/ The Students’ Union provides a number of welfare services, including a Student Advice Service, a Nursery and Nightline.

16

ANNEX A Code of Practice on Research Students 1. Introduction This Code of Practice sets out a minimum set of requirements for all parties

involved in the awarding of research degrees at the University of Reading. This Code covers all such degrees including MPhil and PhD, the research elements of New Route PhD and Professional Doctorate programmes, relevant elements of PhD by Publication programmes, and the LLM (by thesis). The Code is also applicable to the Greenlands based doctoral programmes, including the Henley DBA (Doctor of Business Administration).

The Code is also intended to supplement the existing regulations and guidelines in the University; these include:

Ordinance V in the University Calendar (Degrees of Master and Doctor

awarded by Thesis); Ordinance LX in the University Calendar (Degree of Professional

Doctorate); Rules for the Submission of Theses for Higher Degrees;

Guide for Examiners for Higher Degrees by Thesis; Faculty and School Handbooks for Research Students; and the online Student Handbook, available at:

http://www.reading.ac.uk/internal/student/OnlineStudentHandbook/std-serv-osh-index.aspx

The Code is intended to promote good practice in application, supervision,

training, monitoring and examining of research students and it is hoped that it will provide the means for a harmonious working relationship between the student and their supervisor(s), which is vital to the success of the student’s work.

2. Applications and Admissions Procedures

(a) Candidates for admission should be given as much information as possible to enable them to make an informed decision, including, where applicable, the provision of specific information relevant for students with disabilities or other special needs. Schools should review the promotional literature available for research students (including their websites) on a regular basis, to ensure that the information contained therein is accurate and up to date. Such literature should include information on:

admissions criteria; research groups within the School; studentships or scholarships available to research students; training programmes.

17

Promotional literature in leaflet or brochure form should be available through the relevant Faculty Office and the Student Recruitment & Outreach Office to send to prospective applicants.

(b) Applications should be considered carefully and as rapidly as possible.

Normally, a decision on a potential international student should be made within two weeks (subject to the subsequent receipt of favourable references) and on a UK applicant within six weeks, allowing for the extra time needed to conduct an interview. Slow responses may result in an applicant accepting an offer to study elsewhere. During the period when the application is under consideration, candidates should be kept informed of its progress.

(c) Decisions on applications should involve the judgement of the School

Director of Postgraduate Research Studies or ‘Postgraduate Admissions Tutor’ (subject to scrutiny by the relevant member of the Faculty Office staff) as to whether a candidate is to be offered a place on a research programme or rejected. Where a candidate is to be offered a place, the application decision should also involve the prospective supervisor(s). In the situation where the Admissions Tutor is also the prospective supervisor, a decision on the application should also include the School Director of Postgraduate Research Studies and/or the Head of School.

(d) All offers of admission will be made in writing by the relevant Faculty

Office. Faculty Office staff will have responsibility for ensuring that candidates have appropriate qualifications, an acceptable level of English language ability (see point h below), and financial backing to meet the fees and living costs of their course in full.

(e) Applicants for entry to a research degree of the University of Reading

should normally possess at least a first degree (normally of an Upper Second Class honours standard or above) or equivalent. The admission of students with lower or non-standard qualifications may be approved by the Dean/Director of Research of the appropriate Faculty.

(f) Applicants resident in the United Kingdom should normally be asked

to attend for an interview. Guidance for Schools on conducting such interviews is available on the web at:

http://www.reading.ac.uk/web/files/qualitysupport/interviewresstudents.pdf In cases where this is not possible, the School should have in place an alternative procedure which allows an adequate assessment of the suitability of applicants. The ‘Postgraduate Admissions Tutor’ and/or the prospective supervisor(s) should also contact the applicant to discuss the proposed research. Furthermore, such applicants would normally be asked to visit the School before commencing their research. In the case of applicants from overseas, whom it would not be possible to interview, special care should be taken in assessing the candidate’s suitability to undertake the research programme

18

proposed in the light of study previously undertaken and qualifications obtained.

(g) In making a decision on an applicant, Schools should consider not

only the academic and research ability of the candidate, but also the feasibility of the research project proposal in terms of:

the academic standard of the research proposed; the clarity of the aims and objectives; any equipment/special facilities that may be required, and any

associated additional cost;

the skills and experience of the supervisor; the length of time that the research may take (in the light of

the minimum and maximum lengths of registration). (h) Offers of admission should include the following information:

Any academic requirements for admission; A statement detailing English language requirements.

Candidates whose ‘mother-tongue’ is not English should normally be asked to provide evidence of their ability in academic English. The normal entry requirement is a score of 6.5 on the IELTS (International English Language Testing System) Test, although the Faculty of Arts and Humanities and some departments in the Faculty of Social Sciences requires a score of 7.0. Exceptions to such a requirement may arise where the candidate has recently studied for another degree or worked in a country where English is the native language;

A statement of the Fees (including research expenses and supervisory visit fees) and living costs for the course. Applicants will be asked to sign Financial Acceptance Form confirming that they are able to meet such costs for the duration of their course. Details of any Studentships or Scholarships that have been awarded to the applicant should also be provided;

The title and a brief description of the research topic to be undertaken;

The name(s) of the proposed supervisors;

The date of registration and any periods of time to be spent away from Reading;

The minimum and maximum lengths of registration. The minimum and maximum lengths of registration for MPhil and PhD will be as follows:

19

Full-time Part-time Minimum Maximum Minimum Maximum

MPhil 2 years 3 years 3 years 6 years

PhD 3 years1 4 years 4 years 6 years

The URL of the University Code of Practice on Research Students. The Dean/Director of Research of the relevant Faculty may agree

alterations to these periods as appropriate. Students are able to submit their thesis after the first day of the ninth term of their PhD programme2, or sixth term of their MPhil programme, without requiring the approval of the relevant Dean/Faculty Director of Research.

(i) Students should be provided with the following information at

registration or prior to registration: links to the Online Student Handbook (OSH); relevant Faculty or School Handbooks for Research Students;

details of any training programmes to be provided.

(j) Once an offer of admission has been made, it is good practice for Schools to maintain contact with a prospective student and provide them with any relevant information.

(k) Candidates for ‘PhD’ in all Faculties will be registered initially for a

‘PhD (initial registration)’3. During the second year of registration (or part-time equivalent), a formal assessment (known as ‘confirmation of registration’) of the candidate’s research ability and the standard of their research will be undertaken by the School ‘monitoring committee’ or equivalent. This assessment will result in either confirmation of registration as a PhD candidate, an agreed plan of remedial action and the opportunity to submit a further report within an agreed timescale, recommendation for transfer of registration to MPhil, or recommendation for referral to the Head of School, who will need to consider invoking the procedures for Neglect of Work and Unsatisfactory Progress, which can lead to de-registration from PGR programmes. Further information on the ‘confirmation of registration’ process can be found in section 6f below and in the University’s separate guidance document on monitoring and assessing the progress of PGR students (web link provided in section 6).

(l) Applications for admission to research degrees at The University of

Reading will be dealt with in accordance with the University’s Policy on Equal Opportunities at all times.

1 It is the expectation that completion and submission of a student’s thesis take place within three

years of registration 2 See table above for minimum and maximum periods of registration

3 Exceptions to this are those studying for a Professional Doctorate, MPhil, LLM (by thesis) and the

MA (Research) in the Faculty of Social Sciences.

20

(m) Applications from candidates with disabilities or other special needs should be considered on merit. It is the policy of the University not to reject a student on the grounds of physical disability, sensory impairment, specific learning difficulty or mental health problems, provided that he or she is capable of being integrated into the academic community. If an offer of admission is to be made to such a candidate, then the School should pass all available information concerning the students and their needs to the University Disability Advisory Services. It should however be the responsibility of the candidate to declare their disability or special requirements either on the application form or in a letter to the School, so as to inform the admission decision;

(n) Schools should consider applications for the Assessment of Prior

Learning (APL) or the Assessment of Prior Experiential Learning (APEL) in accordance with the University’s Policy on Assessment of Prior (Experiential) Learning (AP(E)L), which is available on the web at:

http://www.reading.ac.uk/web/files/qualitysupport/apelpolicy.pdf In considering such applications, Schools should ensure that any

previous study, work or experience is at a level appropriate to a research programme.

3. Induction

(a) Schools should organise an induction for their new students at the start of the Autumn Term, this being the point at which most research students begin their programmes. Such events allow new research students to start to become familiar with the research environment in the particular School and also allow information on the following to be provided to them (much of this may also be contained within their Faculty or School handbooks):

Facilities and resources available to research students; Student Welfare information, including information for

students with disabilities or special needs; Relevant skills training programmes; Opportunities to interact with other research students and

staff, both within their particular School and elsewhere; Relevant Health and Safety and ethics information.

(b) Where Schools have a small number of research student entrants, or

at the beginning of the Spring and Summer Terms when the number of entrants may be small, it may not be feasible or effective to organise a formal induction session. In such circumstances, new research students should meet with either their Supervisor or the School Director of Postgraduate Research Studies so that they may be provided with the same information as the students in (a) above.

(c) Whilst it is accepted that it may be harder to involve part-time and

‘working-away’ students in induction programmes, Schools should make every effort to ensure that such students are able to attend. Schools should arrange their inductions at a time when part-time

21

students are able to be in Reading and as noted at 9a below, it is normal practice for ‘working-away’ students to be studying in Reading for the first term of their research programmes.

4. Supervision arrangements

(a) Any research degree involves a partnership between the student and their supervisor(s). There are responsibilities on both sides, which all parties should respect.

The responsibilities of the supervisor(s) include:

(i) giving guidance about

the nature of the research and the standard expected; the planning of the research programme; the nature and extent of the help the student may

expect in preparing a thesis in its final form for submission;

literature and courses;

attendance at taught classes, where appropriate; requisite techniques (including arranging for instruction

where necessary); necessary safety precautions.

(ii) carrying out an analysis of training and learning needs (‘Learning Needs Analysis’) (see section 5c);

(iii) maintaining contact through regular tutorial and seminar meetings, in accordance with Faculty and School policy and in the light of discussion of arrangements with the student (see section 4g);

(iv) being accessible to the student at other appropriate times when advice may be needed;

(v) giving advice on the necessary completion dates of successive stages of the work so that the whole may be submitted within the scheduled time;

(vi) requesting written work as appropriate, and returning such work with constructive criticism and in reasonable time;

(vii) arranging as appropriate for the student to talk about the work to staff or graduate seminars;

22

(viii) reporting in writing at least annually on the student’s progress to the Head of School and the student (see section 6b);

(ix) ensuring that the student is made aware of inadequacy of progress or of standards of work below that generally expected, and informing the Head of School without delay if at any stage it appears that the student is unlikely to achieve the degree for which he or she is registered;

(x) when the thesis is submitted, sending a written report to the Examiners via the Examinations Office (see section 7c);

(xi) undertaking training as appropriate, and as identified in staff development reviews and by other means, in order to allow them to undertake the role of the supervisor effectively.

The responsibilities of the student include:

(i) discussing with the supervisor the type of guidance and comment which is most helpful, and agreeing a schedule of meetings (see section 4g);

(ii) taking the initiative in raising problems or difficulties, however elementary they may seem;

(iii) agreeing and observing any necessary safety precautions and, where required, attending the appropriate training;

(iv) maintaining the progress of the work in accordance with the stages agreed with the supervisor, including in particular the presentation of written materials as required in sufficient time to allow for comments and discussion before proceeding to the next stage;

(v) providing at least annually (as required in University regulations) a formal written report to the School, outlining progress during the preceding year, the contents of which should normally be discussed with the supervisor/s before submission (see section 6b);

(vi) deciding when he or she wishes to submit within the prescribed period of registration, taking due account of the supervisor’s opinion, and informing the Examinations Office. Shortly before submission of their thesis, students should inform their supervisor(s) of any special circumstances which they believe may have adversely

23

affected their research. They should also show their supervisor(s) the final draft of their thesis before submission.

(b) All research students should have a minimum of one ‘experienced’

supervisor, who has supervised a full-time research student to successful completion of their thesis in under four years (see section 4(c) below). In addition to this supervisor, there should be other members of academic staff involved in the support and monitoring of each research student. Such involvement may take a number of forms but it is seen as good practice that a Supervisory Committee or Supervisory Team be appointed for each such student.

(c) Supervisors should have relevant academic and supervisory expertise

if they are to act as sole supervisor. New members of the academic staff in their first appointment must attend the Postgraduate Certificate in Academic Practice programme organised by the Centre for Staff Training and Development, which includes training sessions on research student supervision. Where a member of staff is inexperienced in supervising research students, a more experienced co-supervisor should be appointed if practicable. Such an arrangement should not only be relevant for junior members of the academic staff but also for any member of staff who has yet to supervise a full-time research student to successful completion of their thesis in under four years. Where a dual supervisory arrangement is not possible, an experienced supervisory mentor in addition to a Supervisory Committee might be appointed. The Head of School and the School Director of Postgraduate Research Studies should take care to ensure that any one particular supervisor is only directly involved in supervising a reasonable number of research students.

(d) It is expected that the maximum number of students for whom a member of academic staff can act as primary supervisor shall not normally exceed 6; however higher numbers can be permissible depending on a) the field of research in question and b) the range and scale of other responsibilities held by that member of staff. The supervisory workload of staff should be reviewed regularly by the Head of School and the School Director of Postgraduate Research Studies as part of the existing workload models.

(e) It is the responsibility of all Supervisors to take the initiative in

updating their skills relevant to supporting and guiding research students, such as through the programmes offered by the Centre for Staff Training and Development.

(e) Where academically appropriate, Emeritus Professors may be

appointed as the supervisor of a research student. However, in such cases, a current research-active member of staff of the University must act as a joint supervisor.

(f) If a particular supervisor is temporarily ill or absent, the School

should ensure that alternative supervisory arrangements within the University are made. Should a particular supervisor leave the University, the School should ensure that an alternative supervisor, with appropriate academic experience, is provided. If this is not

24

possible, the School should be responsible for identifying an external supervisor with appropriate academic experience; in such cases, a current research-active member of staff of the University must act as a joint supervisor. If it is not possible to find an appropriate external supervisor in such cases, the School should be responsible for finding an alternative institution for the student to transfer to.

(g) The supervisor and the research student should arrange to meet

frequently to discuss the student’s progress. Whilst it is accepted that the frequency of such meetings may alter throughout the student’s research programme, dependent on the stage they have reached, the supervisor and student should agree a minimum number of meetings each term and for the summer vacation. However, it is recommended that normally this minimum not be less than eight per annum and that there should be more meetings initially. A brief note of such meetings should be agreed and kept by the supervisor and the student encompassing, for example:

(i) the date of the meeting; (ii) the names of those present; (iii) the main points of the discussion; and (iv) any subsequent actions agreed.

(h) There should be an annual evaluation by each research student of their supervisory arrangements, as part of the annual monitoring and review of progress; a standard University-wide form is available for this. This should be submitted to the School/Department Director of Postgraduate Research Studies. In the event that a student makes a complaint about their arrangements, the School / Department Director of Postgraduate Research Studies should discuss the issue initially with the student and, if appropriate, raise any concerns with the supervisor and/or Head of School/Department. Students who are supervised by the Director of Postgraduate Research Studies should submit completed evaluation forms to another nominated member of academic staff.

(i) Graduate Schools should provide opportunities for student

representation through the convening of a Student-Staff Committee for research students. Schools and departments should also provide appropriate opportunities for research students, although depending on numbers of research students, this may simply involve including a research student representative on a School or departmental-wide Student-Staff Committee.

(j) Students should have easy access to the Head of School and/or the

member of staff responsible for research students in the School, if they wish to discuss their progress or supervision with someone other than the supervisor(s).

(k) In the rare circumstance that the supervisory relationship breaks

down, in the first instance the Head of School and/or the member of staff responsible for research students in the School should be informed and asked to investigate the situation, often through the arbitration of an external ‘convenor’. If the situation cannot be

25

resolved to the satisfaction of both parties, then alternative supervisory arrangements should be made, if possible.

5. Skills training and Personal Development Planning (PDP)

(a) Training should be provided for all research students, including those working part-time or ‘working-away’ from the University. Such training may be provided at Institutional, Faculty/Graduate School or School level, and should involve both research skills specific to a particular subject area and also additional (also called transferable or generic) skills training. An appropriate Doctoral Training Programme is provided in each Faculty/Graduate School. It is accepted that some smaller Schools may not have the student numbers or the resources to develop an effective training programme; in such cases it may be good practice for several similar Schools to combine.

(b) At the start of a student’s research programme, the Supervisor and

the student should review the training needs of that student through a process of Learning Needs Analysis, identifying areas of existing competence and areas which will need further development in order to enhance the student’s research abilities and personal development. Such analysis will inform the student’s research training programme and will be an element of the annual review of progress. Students should also develop a Personal Development Portfolio (also known as a Personal Development Profile), allowing them to take the initiative in their development and to pursue their own learning opportunities. Further details of the process (known overall as Personal Development Planning or PDP) of Learning Needs Analysis and Personal Development Planning, as well as the relevant forms, can be found at:

http://www.reading.ac.uk/internal/pdp-pg/pdppg-home.aspx

(c) The Centre for Staff Training and Development organises courses and workshops for research students who will be involved in teaching or demonstrating. Any research student employed by the University to support the teaching and learning of other students for five or more contact hours in an academic year should receive appropriate training.

6. The monitoring and assessment of progress The following section is a summary of the University’s policy relating to the monitoring

and assessment of progress. Further detailed guidance for students and staff is enshrined in a separate document, which can be found at:

http://www.reading.ac.uk/web/files/qualitysupport/pgrmonitoring.pdf

(a) Schools, or where it is appropriate, Departments are responsible for monitoring the progress of research students, via an agreed ‘monitoring team’ or equivalent body. Faculties and Schools will have their own guidelines on monitoring the progress of their research students to fit local needs, but it is a requirement that all

26

research students should have their progress formally assessed at least on an annual basis. The process for this assessment should be communicated clearly and fully to research students and their supervisors. Such procedures should be operated rigorously, fairly, reliably and consistently.

(b) There should be an annual review of the progress of each student by

an agreed School or Department ‘monitoring team’, which, where necessary, will have regard to the University’s procedures for Neglect of Work and Unsatisfactory Progress. In the first year of registration, the annual review should take place during the third term of registration. The annual review should comprise consideration of at least a separate written report from both the student and their supervisor. It should also include an evaluation by the student of their supervisory arrangements, as detailed in section 4(h). Students should also make at least two oral presentations of their work, to an appropriate audience within the School or Department, during the course of their programme. If a student fails to submit a written report within 2 weeks of the due date, and no extension has been agreed, they will be sent a warning letter from the Head of School to inform them that if they do not submit a report within 3 weeks (a total of 5 weeks from the original due date), they will be subject to the University’s procedures for Neglect of Work and Unsatisfactory Progress.

(c) As part of the annual review of process, School ‘monitoring teams’

should produce a joint written report based on consideration of the reports from the student and the supervisor/s and preferably on meeting with the student in question. The report should comment on the student’s progress to date and whether, in the opinion of the ‘monitoring team’, the work produced by the student is of a standard which indicates that it will lead to a successful submission within the maximum period of registration. Schools should retain copies of all reports (including evaluations of supervisory arrangements).

(d) Where concerns are raised about a student’s progress, a student

should normally be given advice on how to improve their performance and a formal plan of remedial action with a timescale for completion should be drawn up and agreed by the student, their supervisor and the relevant Head of School. This action plan should be reviewed, at the latest, after a further six months for Full-time students and nine months for Part-time students. Should this action plan not result in an improvement after the agreed period of time, then the School or department will need to consider invoking the University’s Neglect of Work procedures, which may lead to the termination of the student’s registration.

(e) At the end of each academic year, the member of staff in a School

with responsibility for research students should submit to the appropriate Faculty Office a summary list of these students, showing the outcomes of any annual reviews of progress and therefore the implications for the registration of those students. In the case of unsatisfactory progress, an indication of remedial action – and the

27

timescale in which this is expected to take place - should be given. Schools should hold signed records of progress on each student’s file.

(f) During the second year of registration (or part-time equivalent) and

normally no later than the 5th term of registration, the School ‘monitoring team’ should consider the evidence for confirmation of registration.

The ‘monitoring team’ will make a decision (or recommendation) on the basis of at least a written report from the student providing evidence of their research ability; students will normally be interviewed in person by the ‘monitoring team’ as part of the assessment progress. A written report should also be made by the student’s supervisor/s, which should cover the following areas:

i. Whether progress is deemed to be satisfactory and, if not, what actions could be taken to ensure that progress becomes satisfactory

ii. The standard of any written work submitted iii. Whether the student has given an oral presentation of his/her

work to an appropriate audience within the School/Department since the last progress review

iv. The appropriateness of the training activities undertaken by the student with reference, where appropriate, to an initial Learning Needs Analysis

v. An anticipated completion date. Recommendations for confirmation of registration (or otherwise) should be made on the basis of the following criteria:

a. Is the work presented by the student such as might reasonably be expected as a result of their having studied for the equivalent of around 15-18 months full-time for a PhD.

b. Has the student shown that he or she is able to exercise independent critical judgement.

c. Has the student demonstrated that he / she understands how his / her research topic is related to a wider field of knowledge.

d. Has the student demonstrated the ability to produce an original contribution to knowledge

e. Is the amount and nature of the subject-specific and generic research skills training that has been undertaken by the student appropriate to his / her needs, as identified through a Learning Needs Analysis or similar process.

f. Is the student’s work, and his / her understanding of it, of a standard that indicates that it will lead to the successful submission of a PhD thesis within 3-4 years full-time registration (or part-time equivalent)

The outcomes of the confirmation of registration process will be either:

i. confirmation as a PhD candidate; ii. an agreed plan of remedial action (following advice on how to

improve) and an opportunity to provide a further report and

28

be re-interviewed, to an agreed timescale, normally within 3 months of the original interview

iii. recommendation for transfer of registration to MPhil, which will need to be approved by the Head of School; or

iv. recommendation for referral to the Head of School (via the School Director of PGR Studies), who will need to consider invoking the University’s procedures for Neglect of Work and Unsatisfactory Progress, which can lead to de-registration from PGR programmes.

The student’s supervisor/s will not be present when the decision on the confirmation of registration is made. The ‘monitoring team’ will report the outcomes of the confirmation process to the School Director of PGR Studies. Pending any necessary approval of recommendations from the Head of School, the outcomes will also be communicated to the Faculty Office.

(g) Where the confirmation process has resulted in a student not being

assigned to the degree programme which he or she sought, they may appeal against that decision. They should lodge such an appeal with the relevant Dean/Faculty Director of Research via the appropriate Faculty Office within two weeks of receiving this decision. The appeal will be considered by a panel comprising the Dean/Director of Research of the student’s Faculty (or of a cognate Faculty where the student comes from the Dean/Faculty Director of Research's home School), a senior member of the Academic Staff of the student’s Faculty having some knowledge of the discipline concerned, and a senior member of the Academic Staff drawn from another Faculty (where the relevant Dean/Faculty Director of Research has been drawn from another Faculty, it will not be appropriate for this second member of the Academic Staff also to be drawn from another Faculty). These members of Academic Staff should have experience of supervising research student and of the confirmation of registration process (or the former upgrading process). The Appeal Committee may either:

(i) Reject the appeal; (ii) Uphold the appeal, and confirm registration as ‘PhD’; or (iii) Uphold the appeal, but the student be subject to a further

confirmation of registration procedure no later than three months after the first such procedure

The decision of the Appeal Committee will be final. A detailed description of this appeals process is available at:

http://www.reading.ac.uk/web/files/qualitysupport/pgrconfirmationappeals.pdf

(h) Illness, changes in family circumstances, or other exceptional circumstances sometimes make it difficult or inappropriate for a student to continue their research. Given the requirements of sponsors that students should complete their theses within a given time period, it is sometimes appropriate for the student and the

29

University that a suspension of registration is agreed. Students and/or an appropriate member of staff should initially contact their School Director of Postgraduate Research Studies to discuss the matter informally.

Suspensions are approved by the Faculty Director of Research, in

accordance with the relevant regulations and procedures. The period of time permitted for a suspension should not normally exceed 12 months in any one instance, and should not normally exceed 12 months for the duration of the degree. In very exceptional circumstances, further periods of suspension may be granted, but the total period of suspension throughout the duration of the degree shall not normally exceed 24 months.

Extensions beyond the University’s stated maximum period of

candidature are only permitted in exceptional circumstances. Extensions are approved by the relevant Faculty Director of Research subject to the relevant regulations and procedures. The period of time permitted for an extension shall not normally exceed 12 months.

Full detail on the regulations and procedures to be followed in regard

to suspensions and extensions is available at: http://www.reading.ac.uk/web/files/qualitysupport/resstudentsuspandext.pdf

(i) With regard to annual leave, research student programmes do not

usually follow terms in the conventional sense, nor do they have set working hours. Similarly, the differing requirements of disciplines and types of research make the determination of appropriate holiday and similarly working hours for research students difficult to prescribe. The University expects that students and supervisors should arrive at mutually acceptable arrangements, which ensure that the student maintains an appropriate work/recreation balance to achieve the research objectives. Accordingly, the following guidelines on annual leave are provided:

Full-time research students are entitled, with the prior agreement of their supervisors, to take up to 8 weeks’ holiday each year including public holidays and University closure periods.

Part-time research students are entitled, with the prior agreement of

their supervisors, to take up to 8 weeks’ holiday each year pro rata, including public holidays and University closure periods.

For those students in receipt of Research Council or other external

funding, due attention should be paid to the rules governing leave arrangements for those bodies.

(j) Monitoring of the progress of part-time and working-away students

will follow similar procedures to the above. Part-time students will be expected to provide evidence of their research ability before confirmation of registration (see section 6(f)) can be permitted and they should also be expected to give an annual oral presentation on

30

their work. Whilst working-away students may not necessarily be expected to give an annual presentation (unless in Reading at the appropriate time), they should provide an annual written report on their work, particularly before any confirmation of registration is agreed.

7. Examinations (a) The document entitled Rules for Submission of Theses for Higher Degrees

sets out the University’s requirements and procedures in respect of:

Notification of intention to submit a thesis Format and length of theses

Procedures for submission Summary of the examination process

The Rules for Submission are available at: http://www.reading.ac.uk/Exams/ThesesRules.pdf

(b) Internal and External Examiners are appointed by the appropriate

Board for Research. It is a requirement that at least one of the Examiners should be external to the University and that they should have considerable academic expertise in the field which they are examining.

The maximum number of Higher Degree examinations which an

External Examiner should normally undertake in a period of five years in respect of candidates with the same internal supervisor is two. The Faculty Director of Research may, in exceptional circumstances, permit this number to be exceeded.

(c) The Guide for Examiners for Higher Degrees by Thesis, which is sent to

the Internal and External Examiners of a thesis on their appointment and to the Supervisor, sets out the University’s requirements and procedures in respect of:

Arrangements for viva voce examination, including provisions

for an Independent Chair and the attendance of the supervisor Process for advising candidate of progress with examination

arrangements Provisions for Examiners to exchange with each other

preliminary views through pre-viva reports Results available for the Examination for a Higher Degree by

Thesis Preparation of Examiners’ Reports following the viva

Appointment of an External Adjudicator in the event of an irreconcilable difference between the Examiners

The Guide for Examiners for Higher Degrees by Thesis is available at http://www.reading.ac.uk/Exams/phdexaminers.pdf

(d) In determining a recommended result, Examiners are required to

consider the following:

31

(i) Whether the form in which the thesis is presented is

appropriate; (ii) Whether the work presented by the candidate is such as

might reasonably be expected as the result of one year’s full-time postgraduate work (for LLM), two years’ full-time postgraduate work (for MPhil), and three years’ full-time postgraduate work (for PhD);

(iii) Whether the candidate has shown that he or she is able to

exercise independent critical power; (iv) (For PhD)

Whether the candidate had demonstrated the ability to conduct an original investigation; and

Whether the candidate’s work contains an original contribution to knowledge.

(v) Whether the thesis is worthy of publication in its original or

in a modified form.

(e) The recommendations available to the Examiners are:

(i) For PhDs

PhD awarded No corrections are required. The recommendation will be

reported to the next meeting of Senate. PhD awarded, subject to minor amendments being made

The candidate is allowed three months in which to make corrections and return them to the Internal Examiner. The Internal Examiner is responsible for advising the student as to what corrections are required, and will inform the Examinations Office by memorandum that the corrections have been made satisfactorily. The recommendation will then be sent to the next Senate.

Minor amendments must be carried out within three

months of the date of notification of the result. Minor amendments do not count as a re-examination. Where amendments are not made within three months a result of Failed can be returned.

Decision Deferred (Major amendments)

The candidate is required to make major amendments. Examiners are asked to provide written comments for the candidate's guidance within one month of the oral examination. These comments should be sent to the Examination Office for forwarding to the candidate and to the candidate's supervisor(s). The candidate has one year from the date of the oral examination to make these

32

amendments. When the amendments have been completed, copies of the thesis are submitted to the Examinations Office who forward the copies to the Examiners in the usual way. The Examiners may then make their recommendation.

Major amendments must be carried out within one year of

the date of the oral examination. Major amendments do not count as a re-examination. However, where major amendments have been undertaken, both the External and the Internal Examiner must review the thesis to ensure that the amendments have been carried out to a satisfactory standard. The Examiners may wish to require Minor amendments at this stage. The Examiners may not recommend further major amendments. Where major amendments are not made within one year of the oral examination a result of Failed may be returned.

MPhil awarded

If the Examiners recommend that an alternative recommendation be made, their report(s) will be forwarded to the next Senate for approval. The candidate has the option to accept the MPhil (subject to any minor amendments necessary) or to resubmit for the degree of PhD within the time allowed.

After a report making the alternative recommendation has

been approved by Senate, the Examinations Office writes officially to the student notifying him/her of the result and offering the option of accepting the MPhil or, provided the thesis is not a re-submission, re-submitting for the PhD.

No degree awarded The recommendation will be forwarded to the next Senate

for approval. The candidate has the option to resubmit for the same degree within the time allowed.

After a report making the recommendation that no degree

be awarded has been approved by Senate, the Examinations Office writes officially to the student notifying him/her of the result and, provided the thesis is not a re-submission, of their right to resubmit for the PhD.

(ii) For MPhil/LLM

The recommendations available for the MPhil and LLM are the same as for PhD (a) above, except that no alternative degree can be awarded.

(f) Where a student considers that there are grounds for believing the

result of the examination to be unfair (other than those relating to the academic judgement of the Examiners), he or she may appeal to the Senate Standing Committee on Examination Results. Information on the process for appeal is available at

http://www.reading.ac.uk/Exams/scer.pdf

33

8. Complaints and appeals

(a) Students who feel that their work is not progressing satisfactorily should discuss the position with their supervisor. If (for whatever reason) they do not wish to raise the matter with their supervisor they should consult the Head of School. Where the Head of School is also the supervisor, students should consult the appropriate School Director of Postgraduate Research Studies.

Students who have a complaint about the adequacy of the supervision they are receiving or about any other matters affecting their research should consult the Head of School. Such complaints must be taken up in this way; they may not form the basis of an appeal by the student against subsequent failure.

If a student feels that it would be inappropriate for any reason to consult the Head of School, or if such consultation proves to be unsatisfactory, the advice of the Sub-Dean of the Faculty should be sought.

(b) The University also has formal procedures dealing with student complaints and appeals, which are applicable to research students. Information relating to these procedures should be included in any Handbooks issued to research students.

(c) Details of the process of appeals against an upgrading decision are

given in 6(e) above. Students should be made aware of the procedures for making an appeal against other academic decisions, including the final examination of the thesis, which may involve making a written case to the Standing Committee on Examination Results.

9. Further Requirements for Students ‘working-away’ from the University

(a) Where students are registered as ‘working-away’ from the University, the ultimate responsibility for their supervision and training, and for ensuring that their thesis is submitted on time and is of an appropriate standard will rest primarily with the University. This will be the case even where day-to-day supervision will be provided by an external organisation;

(b) Students who are registered as ‘working-away’ from the University

are normally required to be in attendance at Reading for the first and the last terms of their registration, at the very least. This allows such students to undertake induction and research training and also to spend the vital writing-up period at the University. Examination of a research student should take place in Reading.

(c) Before the period of ‘working-away’ begins, a student should attend a

period of research training at the University. However, where the institution at which the student is to study has appropriate supervision and training arrangements, equivalent to those in place

34

at the University, then the ‘working-away’ student may be exempted from this stipulation.

(d) The student and supervisor must also agree upon, and sign, a written

‘learning agreement’, setting out:

the responsibilities of both sides during the period that the student is studying away from the University;

how the supervisory relationship will work;

how communication is to be maintained during the ‘working-

away’ period; and

the timing, duration, and funding of any supervisory visit.

(e) A supervisor and their research student should meet at least once for each period that they are working-away from the University. If the student is working-away for a period of more than one year, there should normally be at least one meeting per year. The costs of such visits should be borne by the student or the sponsor and will amount to no more than one quarter of the relevant full-time fee. This condition should be stated in the formal Offer of Admission. At other times, the Supervisor and the student should be in frequent contact through email (this is highly recommended if at all possible), telephone or letter.

(f) Schools should choose with care the institution at which such

students are to work. These institutions should have experience of student supervision, particularly of supervising students from Reading. There should also be close academic research links between the particular institution and the School. It is the responsibility of the School to ensure that a student will receive the best possible training and academic and pastoral care.

(g) Students working-away from the University should normally be

allocated at least one local supervisor with experience in the academic field and also of supervising students. For those students working abroad, local supervisors should also have experience of supervising foreign students if at all possible. In certain situations it may not be appropriate for a local supervisor to be appointed; such circumstances must be approved by the Head of School and/or the School Director of Postgraduate Research Studies following consideration of a written case.

(h) As stated in 5(a), students who are ‘working-away’ from the University

should also receive research training. The appropriate time for this to take place should be during the first term of their research programme, which would normally be spent in Reading.

December 2010

35

ANNEX B Student Complaints Procedure http://www.reading.ac.uk/web/files/qualitysupport/studentcomplaints.pdf

Two circumstances need to be distinguished, one from the other. First, a student may be dissatisfied with some formal process which has culminated in a decision, for example, following disciplinary procedures, examination offences or irregularities, decisions by examination boards and the like. Second, a student may have a complaint against the University relating to the delivery of teaching in some way or other or which may refer to other aspects of the student's relationship with the University. It is convenient to refer to the first as ‘Student Appeals’ and to the second as ‘Student Complaints’. The following procedure applies to Student Complaints. As regards Student Appeals, the University has in place appropriate internal mechanisms for appeals to be heard against disciplinary, academic or other decisions; information is given in appropriate Handbooks and is available on request from the Director of Student Services. A student who is uncertain as to whether Complaints or Appeal procedures apply to any particular case should consult the Director of Student Services. Advice on matters relating to Appeals and Complaints may also be had from the Students’ Union.

Procedures General (a) ‘Designated person’ means any person authorised to consider a

complaint under these procedures and ‘committee’ means the Complaints Committee.

(b) This complaints procedure is not a disciplinary procedure although an

upheld complaint may give rise to such a procedure. In addition, an upheld complaint may result, where appropriate, in an adjustment to a previous decision relating to a student’s academic progress or award, or action by the University against a member of staff.

(c) The designated person or committee considering a complaint under

any stage of the procedure may decline to settle the complaint while it, or any matters which in the judgement of the designated person or the committee are intrinsic to it, is the subject of disciplinary or other formal procedures within the University.

(d) In any interview of the complainant at any stage he or she shall have

the right to be accompanied by a friend who, unless otherwise agreed by the designated person or committee, shall be one of a member of the Academic Staff of the University, a currently registered student, a Sabbatical Officer of the Students’ Union or a Student Advisor within the Students’ Union.

36

(e) Any student who makes a complaint in good faith will not be

adversely affected by the fact of the complaint whether or not it is upheld.

(f) In the case of a complaint relating to a designated person the

complaint shall immediately be referred to the next stage of the procedure.

(g) A complainant, the designated person and the committee are

expected at all stages to have appropriate regard to confidentiality. (h) Reference to ‘student’ in this procedure includes any group of

students with a common complaint. (i) A complaint made anonymously will only be considered under

exceptional circumstances and where the nature of the complaint makes an investigation appropriate.

(j) Complainants wishing to invoke the Procedure should do so within a

reasonable period of the occurrence being recognised and not normally after the elapse of more than six months.

(k) At any stage of the procedure a complaint should be dealt with as

speedily as possible consistent with the need to ensure satisfactory consideration of the complaint and an appropriate attempt at resolution.

(l) Any student wishing to raise a complaint is advised to consult the

Students’ Union at an early stage. (m) If, in the view of the Director of Student Services or a Pro-Vice-

Chancellor the complaint raised is without foundation or not susceptible to resolution using the complaints procedure, the procedure may be stopped and the complainant may be issued with a ‚Completion of Procedures‛ letter to enable him or her to take the case immediately to the Office of the Independent Adjudicator.

Stage 1

A student who has any complaint arising from his or her relationship with the University which is not appropriately dealt with under other procedures e.g. the Code of Practice on Research Students, should in the first instance raise the matter with the person responsible for the area within which the complaint arises. In the majority of cases this will be the Head of School or equivalent. At this stage, it is good practice to ascertain the remedy which the student is seeking.

Stage 2

37

Where the complaint has not been resolved under Stage 1 above a formal complaint should be lodged with the Director of Student Services who will consult as appropriate with a view to resolving the issue. In the event of resolution not being achieved, the Director of Student Services shall submit a report to a Pro-Vice-Chancellor. The Pro-Vice-Chancellor may make such further investigations or enquiries, if any, as he or she deems necessary and then come to a conclusion in the matter.

Stage 3

If, exceptionally, Stage 2 does not result in the issue of a ‚Completion of Procedures‛ letter, the complainant or a designated person may request that the University Secretary convene a Complaints Committee. The decision of the Complaints Committee, which shall be reported to the Council, shall be final. Where appropriate the Complaints Committee may make a recommendation as to remedy. The complainant shall receive a statement, with reasons, of the Committee's decision.

The following arrangements shall apply in respect of a Complaints Committee (a) A meeting of the Committee shall be convened as soon as practicable after

reference to the Committee.

(b) The complainant shall be invited to make a written submission to the

Committee and/or to appear before the Committee in person. If appearing before the Committee he or she may be accompanied by a friend who, unless otherwise agreed by the Committee, shall be a member of the Academic Staff of the University, a currently registered student, a Sabbatical Officer of the Students’ Union or a Student Advisor within the Students’ Union.

(c) Exceptionally, the Committee may seek such further information as it

deems appropriate, either orally or in writing, from other members of the University. However, it is the expectation that further material will neither be sought nor considered.

(d) Save as provided above the Committee shall determine its own

procedures.

38

ANNEX C Research Ethics Committee - Guidance to Schools within the

University The following is an abridged version of the University Research Ethics Committee’s Guidance to Schools. A full copy is available from your Heads of School or from the Secretary to the Research Ethics Committee, Dr Nathan Helsby, (n.e.helsby@reading.ac.uk). The Research Ethics Committee is charged with assessing the ethical propriety of all research using human subjects, human samples (however obtained) or human personal data proposed to be undertaken in the University, or under the auspices of the University, however funded. The Committee has the discretion, on behalf of the University and in the light of ethical considerations, to disallow the proposed research or to require such modifications as it may think fit. At its discretion, it monitors the progress of projects submitted to it and may, if necessary, suspend or terminate research on ethical grounds. The Committee is happy to advise Heads of School and Investigators on the ethical implications of the proposed research. The following are examples of areas of research in which the Committee will certainly wish to receive project proposals: (i) Medical or quasi-medical procedures, and any procedures of an invasive kind; (ii) Testing of drugs or novel foods or the claims of foods to have an effect on

health and well-being; (iii) Questionnaires and surveys of an intrusive kind; (iv) Projects in which the subjects are minors or have learning difficulties or

are in some special relationship to the Investigator. Schools and Investigators should note that the following fall within the Committee's remit: (a) University Consultancy, as defined in the University's Policy on Consultancy. (b) Independent research (i.e. research not controlled by the University and not

involving University staff) but which uses University premises and/or facilities or which recruits as subjects University staff and/or students.

Procedures All proposals (including those which may also have to be considered by another body, for example by a National Health Service Local Research Ethics Committee) should be submitted to the Committee unless

(a) it is clear beyond reasonable doubt that they do not fall within the Committee's terms of reference, or

(b) a Head of School wishes to apply to the Committee for an exception. Heads of School and investigators are responsible for submitting proposed projects and should be aware of the seriousness of their position if they proceed without reference to the Committee where this is required. Heads of School must ensure that they are kept informed of all projects in their School that might fall

39

within the Committee's terms of reference. Where research is externally funded, it is usual to seek the approval of the Committee after funding has been obtained. However, no contract or other agreement should be entered into in advance of the Committee’s decision. A decision by the Committee to allow a project does not connote an expert assessment of the research or of the possible dangers or risks involved nor does it detract in any way from the ultimate responsibility which Heads of School and investigators must themselves have for all research which they carry out and for its effects on human subjects. The Committee addresses itself to ethical matters and is dependent upon the information supplied by the Head of School and the investigator. Submissions to the Committee Submissions are the responsibility of the Head of School and the investigator. The most common reason for delays in considering proposals is the receipt of ill-prepared submissions, usually from students, and this can cause serious problems, particularly when deadlines are close. The Chair of the Committee (Professor M.A. Gosney, Director of Clinical Sciences) is willing to visit Schools, or to arrange for an appropriate member of the Committee to do so, in order to meet groups of students who are required to undertake projects and to discuss with them the Committee's procedures and the preparation of submissions.

40

ANNEX D Maps and Plans

The following Maps and Plans of the University and the local area are also available on the web at http://www.reading.ac.uk/Maps/

Reading and the University

Key

41

Whiteknights Campus (Key follows on next page)

42

43

Bulmershe

44

London Road

45

INDEX (PART A) Abstract Academic Misconduct (Statement on) Access to Learning Funds Accommodation Office Campus Maps Car Parking Careers Advisory Service Catering on the campuses Centre for Staff Training and Development

(CSTD) Chaplaincy Code of Practice on Research Students Complaints Procedure Contacts: Who’s Who in the University Counselling Service Data Protection Declaration Disclaimer Dyslexia information Enrolment and Re-enrolment Equal Opportunities Fees (Tuition) Financial Issues Front cover for theses (template) Harassment Health and Safety policy Intellectual Property Introduction IT Services Job Shop

4 11 15 15 40 13 13 13 12 15 16, 35 6 15 7 3 4 15 7 10 7 15 8 11 11 11 5 13 13

Library Medical Practice Monitoring and Assessment of Progress Personal Development Planning (PDP) for Research Students Quality Assurance in Research Representation Research Councils (links to websites) Research Ethics (Committee) Research Students’ Career Development

and Management Programme Rules for Submission of a Thesis for a Higher

Degree Senior Common Room (Park House) SportsPark Statement on Academic Misconduct Statistical Computing Advisory Services Student Complaints Procedure Students’ Union Students’ Union Postgraduate

Representation Group Study Support Supervision arrangements Template front cover for Theses Training courses Tuition Fees University Vision and Mission University Training courses Useful Websites Welfare Guidance and Support Who’s Who in the University

12 15 25 12 10 8 9 38 12 11 14 14 11 13 16 15 8 15 20 9 12 7 5 12 8 15 6