HANDBOOK FOR THE DEGREES OF MPHIL AND PHD

A. THE DEGREE OF MPHIL

The MPhil is a degree of considerable distinction in its own right and may appeal as such to candidates who, for one reason or another, regard the more demanding requirements of the PhD, including the length of the period of registration, as impracticable. An MPhil thesis is expected:

(a) to demonstrate a good general knowledge of its field of learning, together with a comprehensively particular knowledge of some part or aspect of it;

or

(b) to make an original contribution to knowledge or understanding.

The length recommended is about 40,000 words, and should not normally exceed 50,000. This word limit includes quotations and footnotes, but excludes bibliography and plate/figure captions. If candidates expect to exceed the recommended length they should seek permission well in advance of their submission date from the Graduate Chair.

In the case of theses of which a substantial portion is an edition of a previously unedited text, the edition would be included as part of the body of the thesis, rather than being added as an appendix. (Theses with editions of up to 15,000 words long should be treated as an ordinary thesis with edition as an appendix.) In these instances where the thesis is a substantial part, the relationship of introductory and critical text to edition should be approximately 1:2 (introduction being one-third of total word count). Other exceptions to normal theses, as given below under PhD theses, would apply, taking into account the shorter length of the MPhil thesis.

In certain circumstances, a student may be required to register only provisionally for the MPhil. The eventual decision whether or not to confirm their registration will be made by the Graduate Chair on the written recommendation of the supervisor not before the end of the second term and usually not later than the end of the third term of full-time study. In the case of part-time students provisionally registered, the decision may take longer but will not be unreasonably delayed. The Graduate Chair will inform provisionally registered students of the decision by letter.

Research Integrity Tutorial

All research students must complete the online University Research Integrity Tutorial within 3 months of registration (see section G Below).

1

B. THE DEGREE OF PHD

All candidates for the PhD are initially enrolled provisionally for that qualification. Confirmation of enrolment for the PhD is by application, the procedure for which is described below.

A PhD thesis is expected:

(a) to demonstrate a good general knowledge of its field of learning;

and

(b) to make a significant original contribution to knowledge or understanding. The thesis must be up to the standards of criticism, scholarship and bibliography which apply in its field.

The length recommended is about 60,000 words and should not normally exceed 80,000. This word limit includes quotations and footnotes, but excludes bibliography and plate/figure captions. If candidates expect to exceed the recommended length they should seek permission well in advance of their submission date from the Graduate Chair.

Theses of which a substantial portion is an edition: when a substantial portion of the thesis (more than 25,000 words) is an edition of a previously unedited text, the edition is included as part of the body of the thesis, rather than being added as an appendix. (A thesis with an edition of a text up to 25,000 words long should be treated as an ordinary thesis with the edition in the appendix.) In these instances where the thesis is a substantial part, the relationship of introductory and critical text to edition should be approximately 1:2 (introduction being one-third of total word count), except in cases of exceptionally long edited texts. Thus the introduction and critical analysis would normally be between 30,000 and 40,000 words, with the edited text taking up the rest of the thesis. In the case of lengthy edited texts, the word limit for the thesis would thus be extended to accommodate the length of the edited text, provided that a) the introductory and critical introduction did not exceed 40,000 words, as a maximum, and b) that the length of text to be edited had been decided upon in consultation with the supervisor or supervisors who would determine on an individual basis whether the student would have time to complete the edition of the text within two years (leaving a third year for the introductory and critical portion).

In these theses of which a substantial portion is an edition, for purposes of the word-count and ratio given above, each portion should normally contain the following:

Introduction and critical analysis: a description of the primary source material to be edited (the manuscript, manuscripts, or documents); the context of the edited text (e.g., a discussion of its literary genre or class of document); the relationship of the edited text to others of the genre or class; an argument for its importance, thus the reason for editing this rather than another text or texts; an explanation of editorial procedures. The introduction would then normally develop an argument or analysis which would vary from one thesis to another in relation to the distinct character of the text or document(s).

Edition and apparatus: text, glosses, textual and/or explanatory notes, glossary, index, and any other textual apparatus.

2

C. CONFIRMATION OF PHD ENROLMENT

An application for confirmation of PhD status will normally be made in the third or fourth term of full-time registration. Confirmation for full-time PhD students should take place by the end of their second year (i.e. before the end of Term 6) and for part-time students by the end of their fourth year. The initiative for setting the procedure in motion will normally rest with the supervisor. Where a graduate thinks he or she is ready to seek confirmation and the supervisor does not, the graduate may appeal directly to the Department Graduate Chair. Whilst such an appeal need not lead to a breakdown of relations between supervisor and supervisee, it could lead to the confirmation being recommended only if there were someone in the Department competent and willing to support the application and take on supervision.

An application for confirmation must be supported by:

(a) the supervisor’s approval;

(b) a detailed plan, outline or synopsis of the proposed thesis, defining the field of study and its particular scope, and making clear what will be its contribution to knowledge or understanding. A plan of the probable chapters, with an indication of the research likely to be involved in their preparation, and a statement of their rationale is normally asked for;

(c) a substantial draft of work in progress, e.g., ideally a complete chapter or very substantial part of a chapter, normally of at least of 10,000 words but certainly no more than 12,000 words; in the case of editions, at the discretion of the members of the TAP and as agreed at the preceding TAP, a substantial portion of the edition, not just a transcription but a regularized text with textual and explanatory notes, may be substituted for a chapter.

(d) a selected bibliography giving some indication of the primary and secondary reading already undertaken and the authority of the primary texts used;

(e) a timetable for completion of the thesis. The timetable should refer clearly to the detailed plan, which must include a submission date within three years of initial registration.

The confirmation meeting will take the place of one of the Thesis Advisory Panel meetings (see D below); it will be convened by the Director of the Research School to which the applicant belongs, who will act as chair for the meeting. Where the Director is also the supervisor, the Graduate Chair will appoint a chair in consultation with the supervisor. If necessary and if circumstances permit, the Director may delegate convening the meeting to another member of the Research School. If the TAP member is also the Director of the Research School, s/he can delegate convening the meeting to another member of the School. If no one else can be found, the Graduate Chair will convene the meeting. The chair of the meeting will forward the appropriate forms to the Graduate Chair for signature, via the Graduate Studies Administrator, after the meeting, after which the recommendation will go to the University’s Registry Services for approval. If the chair of the meeting is not the Graduate Chair, s/he should make clear on the form the role s/he has taken.

3

Both the usual TAP forms should be completed, in addition to the Registry’s form, available online at http://www.york.ac.uk/staff/supporting-students/issues/academic/research/phd/ along with their notes on this process.

The supervisor is responsible for providing the Director with at least one month’s notice of an impending application, and for notifying the other panel member. The applicant should provide each member of the committee with a copy of the written material, retaining a copy for his/her own use, and prepare the relevant TAP form in advance, including a detailed timetable for completion. Students must ensure that a hard copy of all confirmation materials is with the panel members at least two weeks, and preferably one month, before the meeting.

Requests to schedule confirmation meetings must be made well in advance, as it is usually not possible to accommodate all candidates in the last two weeks of the summer term.

The committee will discuss the submitted materials with the student, including the written work and the plan for the thesis. The applicant will be expected to show familiarity with the requirements of a PhD thesis, and have: a subject of doctoral substance and scope; a satisfactory awareness of previous relevant work in the field; a clear sense of the originality of his or her argument and approach; a provisional overall scheme within which the thesis might be effectively developed; a quality of critical address, expressive skill and scholarly habit appropriate to the PhD and a good prospect of completion within the period of time allowed, ie within three years of initial registration.

It is normally expected that all three members of the committee will reach a consensus in reaching a final decision. In the event that only two can reach agreement, one of these must be the chair of the panel. If the supervisor wishes to qualify general approval of the application with any particular reservations or uncertainties, he or she should notify them to the chair and the other panel member in advance so that they can give them special consideration before offering advice. An opportunity will also be given at the confirmation meeting for the student to comment in confidence to the chair of the panel on the relationship with the supervisor.

In the case of serious disagreement between the committee members, the Chair of the ad hoc committee will refer the application and their reports to a further reader competent in the field – an external reader, if necessary – who will make the final decision.

The candidate will be informed of the decision of the panel immediately after the meeting or as soon as possible thereafter, with written confirmation following from the Graduate Schools Office. The supervisor will communicate to the candidate any recommendations arising from the meeting.

Where an application for confirmation is refused, a second application is permitted. This should be made within the period of provisional registration, and special permission must be sought for any exception. A second refusal will be final.

D. ADVISORY PANELS

It is a University statutory requirement that each student have a supervisory panel responsible for overseeing the student’s progress. This is known as the Thesis Advisory Panel, or TAP.

4

(a) The panel should consist of the supervisor or supervisors (in the case of joint supervision) and another appropriately qualified member of staff (the “advisor”, or “panel member”). On exceptional academic grounds, the panel may include two members of staff in addition to the supervisor.

(b) The panel should be in place by the start of the sixth week of the student’s first term of registration. The initiative for setting up the panel is with the supervisor, who is accountable through the Graduate Studies Administrator to the Graduate Chair.

(c) The Thesis Advisory Panel normally meets twice in each year during the period of formal registration. For full-time MPhil/PhD students, these meetings will normally take place in the Spring and Summer Terms of Year 1, and in the Autumn and Summer Terms of each subsequent year. One of the meetings held in the first or second year will normally take the form of the confirmation of PhD status (see SECTION C above). The confirmation meeting will normally take place in terms 3 or 4, but could be delayed until terms 5 or 6. All WROCAH-funded students must be confirmed by the end of year one, before week one of the academic year following their registration. TAP meetings are initiated by the supervisor, acting in consultation with the student. For part-time students, TAP meetings should normally be initiated in the Summer Term of Year 1, and in the Spring Term of each subsequent year.

(d) For at least one TAP meeting each year, the student should submit a substantial piece of written work of 12,000 words maximum; and for every TAP meeting, a written outline of progress to date and plan for completion should be submitted.

(e) Students should complete a self-evaluation form in advance of the TAP, which they should bring along to the meeting. They should also bring a Review of Supervision form to the meeting which will be completed by the TAP member in the absence of the supervisor(s). These forms outline the student’s activities and progress in research, his/her training needs, and his/her participation in graduate training programmes. The supervisor and TAP member complete and sign a short report form during the TAP meeting (also signed by the student). Both forms are available online here:

https://www.york.ac.uk/staff/supporting-students/issues/academic/research/thesisadvisorypaneltapmeetings/

After the meeting the panel member is responsible for ensuring that both forms are submitted with the required signatures via the Graduate Studies Administrator to the Graduate Chair. The student should inform the panel member if he/she wishes to keep their discussion confidential.

Part of the TAP meeting should be devoted to a discussion of the student’s Personal Development Planning and participation in graduate training programmes, and should address ways in which training needs are being or may be met. Training can be defined in a number of ways, as the acquisition of useful or necessary skills for the development of research. It can include, for example, learning a new language, or auditing a relevant MA course. The supervisor and TAP member’s reports should reflect this discussion of training needs and development. The Government and its agencies increasingly regard graduate training provision and successful student participation in this training as an indicator of a department’s efficient supervision of

5

research, and failure of students to participate in training activities, as well as failure of TAPs to discuss and monitor training activities and needs, can affect the department’s record to the extent of jeopardising state funding for future students applying to do research here.

E. PART-TIME STUDY

Students should note that change from full-time to part-time study (or vice versa) will alter the length of registration period proportionally, and should consult Registry Services about this and the implications in terms of awards. The problems of part-time study should not be under-estimated.

F. LENGTH OF REGISTRATION

MPhil and PhD students should plan their work in relation to the University’s regulations which stipulate that completion and submission is expected within the period of formal registration:

MPhil Full-time: 2 years;MPhil Part-time: 4 years;PhD Full-time: 3 years;PhD Part-time: 6 years.

However, while the expectation is that students will normally complete and submit their thesis within this period, they may have an additional period of up to one year, if required. Discretionary extensions beyond the writing-up period will be granted only where the student’s work has been hampered by documented medical, personal, or unexpected academic circumstances or exceptional circumstances arising from employment. Seehttps://www.york.ac.uk/students/studying/manage/plan/research/extension/.

Up to date details of fees for extended registration can be found online at www.york.ac.uk/students/studying/manage/research-students/continuation/.

G. RESEARCH INTEGRITY TUTORIAL

All PGR students in the University will be automatically enrolled on the Research Integrity Tutorial in their VLE. All new PGR students starting after October 2015 must complete the RIT. 

The RIT includes three sections followed by a short test:

1. Academic Integrity2. Research Integrity3. Ethical considerations and approval

Each section takes approx. 45 mins to complete, so it is recommended students complete the RIT over a couple of days. Their progress will be saved after each test.

PGRs are required to complete the RIT before their first TAP meeting or within 3 months of registration for their course.

6

To ensure completion of the RIT, if PGR students have not completed the RIT after 90 days of enrolment they will receive reminder emails every two weeks until they have completed the tutorial. We hope that all PGR students will do the RIT as soon as possible after registering for their course. 

Upon completion of the RIT, students will receive a Research Integrity Certificate with further guidance.

The completion of the Research Integrity Tutorial will be recorded in e:Vision under My supervision records and research details.

The RIT provides important information for completing a Research degree, especially responsibly managing their studies and carrying-out ethical research, including the ethical approval process.

Students can email integrity@york.ac.uk if they have any problems.

7