The University Of Sheffield

POSTGRADUATE RESEARCH STUDENT HANDBOOK

School of Clinical Dentistry

The University Of Sheffield

September 2014

CONTENTS PAGE

Page Number

Welcome to the School of Clinical Dentistry 2Postgraduate Research Student – Induction 6Graduate Research Degrees 7Supervision and Monitoring Scheme for Research Students 10Summary of the School’s PGR Student Monitoring Scheme 19Appendix A – Useful Web Addresses 29Appendix B – PGR Student Check List 30Appendix C – Research Ethics and Research Governance 32Appendix D – Personal Tutor’s Record 37Appendix E – Suggested PhD Timetable 39Appendix F – 1st Year Research Student’s Report 40Appendix G – Research Committee Membership 43Appendix H – How to Write a Research Report or Thesis 44Appendix I – Guidelines for Timely Submission 49

WELCOME TO THE SCHOOL OF CLINICAL DENTISTRY IN SHEFFIELD

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We are delighted that you have chosen to undertake your research training at the Dental School here in Sheffield. You will be joining an ever increasing list of students who have successfully completed their higher research degrees in the School, and we hope that you will find it a friendly, stimulating and vibrant research environment. The School of Clinical Dentistry is adjacent and connected to the Charles Clifford Dental Hospital, and is near the Medical School, the Health Sciences Library and the Royal Hallamshire Hospital, all of which are on the perimeter of the main University campus. A new wing to the School of Dentistry was opened in April 2008 providing state-of-the-art research laboratory facilities and strengthening our research culture. Our strong research was recognised nationally by being listed as one of the top dental schools in the country in the 2008 Research Assessment Exercise.

Research is one of our key activities. It underpins our teaching, strengthens our knowledge base and informs the development of clinical excellence. We believe that dental science should not be constrained by the traditional boundaries created by the formation of departments with specific clinical disciplines, and that progress will derive from a multidisciplinary approach. Research in the School of Clinical Dentistry, is therefore organised as a cross-departmental activity in the form of two overarching themes, Basic & Applied Research and Clinical & Person Centred Research, with three interdisciplinary research groups, Bioengineering & Health Technologies, Person Centred and Population Oral Health and Integrated Biosciences.

Each research group has a leader who guides and co-ordinates its members’ activities, which encompass laboratory and clinical projects, addressing basic and applied questions. Research is stimulated in-house

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by regular group meetings and by School seminars where staff, students and leading external speakers present their current research.

You will be linked to one of our three research groups, the general aims of which are summarised as follows:

Bioengineering and Health Technologies

The face defines identity, where disease or trauma undermine quality of life and may be life-threatening. Our interdisciplinary Group undertakes pioneering research into advanced biomaterials and medical devices, making scientific and technical advances that substantially improve clinical outcomes, working with industry and clinicians to make a difference to people worldwide.The group has strong links with other University departments through the Centre for Biomaterials and Tissue Engineering and with industry.The B&HT Group undertakes pioneering scientific research into new technologies for the repair and regeneration of tissues in the head, neck and face in order to substantially improve human health and quality of life. Our thematic objectives are:• To develop and understand new biomaterials with enhanced

functional performance for use in clinical applications• To pioneer the application of new digital technologies and advanced

manufacturing technologies to make custom medical devices and scaffolds

• To innovate in the exciting new field of tissue engineering and regenerative dentistry, taking this research forward from the laboratory bench towards clinical application.

Integrated Biosciences

Integrated Biosciences is a multidisciplinary group which brings together clinicians and scientists with common interests in three important areas of oral physiology and disease. Each area brings key strengths in basic

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science and translation of this into the large patient base within the adjoining Dental Hospital.The aims of the group are:• To improve the treatment of patients with pain or sensory

disturbance arising as a consequence of disease or nerve injury. • To translate he outcomes of ongoing research into the molecular

and cellular pathogenesis and head and neck cancer into clinically useful diagnostic, prognostic and therapeutic tools.

• to identify mechanisms involved in the pathogenesis of microbial diseases and develop appropriate treatments for these

• To understand the molecular mechanisms in the defence of the oral mucosa.

Person Centred and Population Oral Health

Our novel and interdisciplinary research bridges the gap between the theoretical and methodological traditions of the social sciences and clinical specialities to highlight and advance a person-centred approach in the field of dentistry. The group’s expertise is in a number of areas working across a number of levels; individual, group, society and health services; encompassing a range of methodologies, from traditional quantitative approaches (epidemiology, psychometrics) to more innovative qualitative paradigms (systems theory, narrative).

The aim of the group is to plan, conduct and implement high quality research in oral health utilising the theories and empirical traditions of Dental Public Health, Sociology and Psychology with the purpose of improving the oral health of individuals and populations. Our specific objectives are:• To explain the experience of oral health and disease from individual

and population perspectives.• To explore the structural and psychosocial aspects of oral health.

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• To identify ways in which the oral health of individuals and populations can be improved.

• To contribute to national and international academic debates in dentistry and social sciences applied to oral health

• To develop innovative and enabling research methods in relation to oral health

The material in this handbook aims to inform you about being a Postgraduate Research Student in the School of Clinical Dentistry and includes aspects of monitoring progress and pastoral support. It is meant to supplement material already provided to you by the University. Useful websites to help you find information are given in Appendix A. We hope that you will take full advantage of the opportunities available and enjoy your time with us.

Dr Dan Lambert

Director of Postgraduate Research

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POSTGRADUATE RESEARCH STUDENT – INDUCTION

When you first come to the University you will register with the University and Graduate Research Office and you will meet with your new supervisors. This is normally done during Induction week. You will be informed about your supervisory arrangements, how to plan the initial stages of your research programme and learn about the facilities and support offered by the School and the University. You will also discuss your Training Needs Analysis and choose which modules you will undertake for the Doctoral Development Programme.

Research and innovation services will issue you with an ‘Induction Passport’ which will guide and assist you through the induction process.

This year, the Postgraduate Induction Course will be held between the 6th

and 28th October. This course has been designed to introduce you to many of the core skills and experiences you are expected to gain during the course of your research. It will also provide an opportunity for you to meet and get to know postgraduate students in other areas of the faculty as well as introducing the Doctoral Development Programme (DDP). More information regarding the Postgraduate Induction Course and the DDP can be found on the Graduate School webpages: http://www.shef.ac.uk/faculty/medicine-dentistry-health/graduateschool

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POST-GRADUATE RESEARCH DEGREES IN THE SCHOOL OF CLINICAL DENTISTRY

The Post-Graduate Research Degrees currently on offer within the School provide opportunities to develop research skills and work independently. These degrees are supported by the Doctoral Development Programme (DDP) comprising a range of modules and skills training some of which are provided by the School and some by other departments in the University. Independence in research is learned by working under the guidance and supervision of a senior academic, while taking responsibility for personal work planning. Students are expected to develop their own theoretical knowledge base relating to the concepts underpinning the research topic undertaken. MPhil and PhD research degrees are generic awards to candidates in any subject area. The degree does not, therefore, indicate that ‘dentistry’ was the subject of the research. The School requires you to carry out extensive, diligent and well-planned research work written up in a concise, well-presented thesis. The calibre of your work should be such that it is worthy of publication in respected peer reviewed scientific journals.

Regulations governing research degrees are to be found in the General Regulations part of the Academic Calendar. This may be accessed via the University of Sheffield Home Page on: http://www.shef.ac.uk/govern/calendar/index.html

Master of Philosophy (MPhil)Achieving a MPhil research degree involves the presentation of a research thesis and the successful completion of an oral examination. The thesis will contain a record of the completed investigation and must display a good knowledge of the area of study. The minimum period of study is one year full-time or two years part-time. The normal period is 2 years full time (4 years part-time). A candidate is examined orally on the subject of the thesis by an internal and external examiner or two external examiners if a staff candidate.

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Doctor of Philosophy (PhD)The period of registration by a full-time candidate is a minimum of 2 years, normally 3 years; for part-time candidates, the minimum is 4 years.

Students must satisfactorily complete a Confirmation Review at the end of the first year. If satisfactory progress is demonstrated, students will continue to study towards a PhD. If a student fails the Confirmation Review at the first attempt they will normally be permitted to undergo a second attempt no later than 18 months from the start of their registration. If a student fails the second attempt at Confirmation Review, they will no longer be permitted to remain on the doctoral level degree and will automatically be transferred to the degree of MPhil. They will normally be permitted to remain on the degree of MPhil and will submit a thesis for that degree.

Students will also be required to produce a thesis plan after 24 months, to ensure any problems are identified before continuing on to the final year of their studies.

A candidate for the degree of PhD is required to satisfy the examiners that his or her thesis extends knowledge within the chosen discipline, shows evidence of systematic study and is worthy of publication. A candidate is examined orally on the subject of the thesis by an internal and external examiner or two external examiners if a staff candidate.

Details of the regulations for the degree of PhD and further information and guidelines for the conduct of research degrees can be found in the University Code of Practice and Guidebook for Research Students and Supervisors:http://www.sheffield.ac.uk/ris/pgr/code

Doctor of Dental Science (DDSc)

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This degree is only available to candidates who either hold a BDS degree of the University of Sheffield of at least three years standing, or who is a recognised graduate in Dentistry with a qualification conferring eligibility for full or provisional registration with the General Dental Council, and at the time of registration holds an appointment as a full-time or part-time member of the established or honorary staff of the University or holds a Higher Degree from this or another University.

The programme of research is equivalent to that for the PhD and shall be for not less than two years for full-time candidates, four years for part-time candidates or two years for University/Hospital staff candidates. The research work is examined by thesis and oral examination.

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SUPERVISION AND MONITORING SCHEME FOR RESEARCH STUDENTS

1 IntroductionThis scheme for the supervision and monitoring of graduate research students in the School of Clinical Dentistry is a supplement to the Code of Practice and Guidebook for Research Students and Supervisors published by Research and Innovation Services of the University of Sheffield. The scheme is specific to research students within the School of Clinical Dentistry.

2 Choice of Research FocusStudents should identify their area of research interest at the time of induction, although the research project will be more fully developed with the lead supervisor. All research work should be allied to the research themes of the School as identified in the School’s Research Strategy Document.

All research in the School must be conducted in an ethical manner. Work on human subjects requires approval from the South Yorkshire Research Ethics Committee and/or has University Research Governance approval. Work on animals requires a Home Office licence. No work on either humans or animals can be conducted without these approvals being in place before commencement. Your supervisor will help you organise these approvals. Further information can be found in Appendix C.

3 SupervisionThe student’s first recourse for training and advice concerning their research project is the lead supervisor, who should be consulted at

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every stage of the work. It is a joint responsibility of student and supervisor(s) to ensure that they meet regularly to review progress and plan the next part of the work. For further information read the section on ‘Supervisors’ in the Code of Practice and Guidebook for Research Students and Supervisors. Supervisors and students are expected to meet at least every 4-6 weeks, and to record these meetings on PebblePad.

3.1

Lead SupervisorThe lead supervisor acts as the student’s main supervisor and has primary responsibility for the supervision of the student from the time of registration through to completion of his/her research degree. The lead supervisor will be a permanent member of University staff, and will fulfil the majority of the following criteria:

Possess a good fit between the expertise or research interests of the supervisor and the student’s chosen research topic.

Be able to assist with identifying other individuals who can advise on methodological and substantive content as and when necessary.

Be an experienced researcher. Be able to provide guidance to the student in submitting papers

for presentation and publication (Co-author papers with the student as appropriate).

Assist and encourage the student to join appropriate learned societies and to attend relevant seminars and conferences.

In the case of new supervisors, a second supervisor with an established research and supervisory record will be appointed.

3.2

Second and Additional supervisorsAll postgraduate research students in the School have more than one supervisor appointed from the beginning of their period of study. Second and additional supervisors may be appointed either at the

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beginning or at a point during the programme, especially when the research is of an interdisciplinary nature. Second and additional supervisors will have substantive or methodological expertise in the student’s research area or subject specialist knowledge that complements the expertise of the Lead Supervisor. In addition, the second supervisor will take primary responsibility for the student’s development training in the DDP.

4 Personal TutorSeparate from the supervisory team, the School of Clinical Dentistry has in place a scheme of Personal Tutor for all postgraduate research students. The role of the Personal Tutor is as follows:

The Personal Tutor provides pastoral care and acts as a mentor but not as a supervisor.

The Personal Tutor should meet with their research student at least once per semester

The Personal Tutor will play an important role in cases of poor progress or poor communication between the student and the supervisor

The Personal Tutor will normally work in an area of research different from that of the supervisor

The Personal Tutor will be appointed by the Research Committee of the School of Clinical Dentistry at the first meeting of this Committee after registration of the student

The research students have the opportunity to indicate to the Director of Research whether or not they are happy with the choice of Personal Tutor appointed and if necessary tutors can be changed.Although the content of the meetings are confidential, notes on non-confidential items will be taken as a record that the meeting has taken place. An example record form is shown in Appendix D.

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5 Postgraduate TutorThe PGR tutor is a member of academic staff who is responsible for co-ordinating several aspects of the training of research students. He/she is not responsible for provision of professional, technical, academic or pastoral aspects. These are provided by the Supervisors and Personal Tutor. The aspects dealt with by the PG Tutor are as follows:

Monitoring admissions Maintaining student files Monitoring DDP portfolio completion Arranging the programme of Postgraduate Research

Presentations Co-ordinating the School scheme that monitors student

progress Liaising with the School Research Committee Representing the School on the Faculty Graduate School

Committee

6 Doctoral Development Programme (DDP)

The University requires that all PhD students complete the DDP. The DDP is a flexible, ongoing training plan that is an integral part of your research degree, and is tailored to your individual needs. It helps you progress through your research studies by identifying the skills you already have and providing opportunities to improve these and acquire new skills and experience. The aim of the DDP is to provide you with a range of skills and competency-based training opportunities orientated both towards your specific study and towards future employment, equipping you with transferrable skills that will make you a not only a successful researcher, but also able to easily assimilate skills that have wider utility, thus extending your employability to other professions.

The DDP is student-specific, designed to complement your individual

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research project and is carried out in agreement between you and your supervisory team. The training plan reflects four particular areas, enabling you to demonstrate the following:

generic skills to become a high-level professional subject-specific advanced training; subject-specific craft skills broad scholarship and wider engagement within the full

community of scholars (e.g. networking, dissemination of knowledge, conferences, demonstrating impact and public value of research).

You will take ownership of your development through various tools including the training needs analysis, the development plan and the student e-portfolio, which is a record of evidence of achievement that can be shown to prospective employers.

Inherent in the DDP is an understanding that different students will have different backgrounds and different needs: a student who has just completed a first degree is likely to have a more limited skill set than, for example, one who has spent time working in industry before starting their research degree. Your development plan is reviewed annually so that as your skill level changes and your research develops, you can tailor your further training accordingly.

Detailed information and guidance about the DDP can be found at: http://www.shef.ac.uk/ris/pgr/ddpportal

Students are advised to discuss at their first meeting with their lead supervisor, which modules/training to undertake for the DDP in the first year of their research degree. You will be required to maintain a portfolio of training and experience gained using specific software that you can access through the DDP portal.

7 Hours of working

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One of the great privileges of being a research student is control over how you spend your time. However, with this comes responsibility. Although students should expect to work in the Department a minimum of 8 hours a day for at least 5 days per week, a key skill to master while carrying out your studies is to use your time efficiently. Traditionally, working very long hours – outside normal working hours – has been something of a badge of honour for PhD students; this rarely, however, equates to productivity. Although working at weekends is occasionally unavoidable, it should not be considered routine. Working in a laboratory at the weekend or late into the evening may contravene University health and safety regulations and should not be necessary in most cases if experiments have been planned carefully. If you feel it imperative to work in the laboratories out of normal hours (at the weekend or after 8pm Monday-Friday) you must complete out of hours training (please contact the general office for details), and, having completed training and gained approval from your Head of Unit for out of hours access, must gain written approval from your supervisor to do so, and ensure you are not working alone. Furthermore, you must sign in and out of the out-of-hours book (located on the porter’s desk in School reception) and set the alarm if you are the last to leave the building. Failure to do so is a serious offence that may jeopardise your safety and that of others and will result in your out-of-hours access privileges being withdrawn.

8 Monitoring of ProgressThe School has a well developed scheme for monitoring the progress of postgraduate research students in addition to the normal formal, and informal, meetings with supervisors. Formal meetings with your supervisor should take place every 4-6 weeks and should be recorded by the student on the ‘Record of Supervision’ form (http://www.sheffield.ac.uk/ris/pgr/code). Once the content of the form has been agreed with supervisor, the final copy should be forwarded to

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your supervisor and to the PGR administrator (Sue Spriggs at s.spriggs@sheffield.ac.uk). You should also keep a copy for your files. It is a requirement of the confirmation review procedure that a minimum of 6 formal reports are made available to the assessment panel.

Students are required to give three presentations to the School during their studies. These presentations help to develop verbal communication skills. The first year talks and second year posters take place in the PGR research day (date tbc, but likely in March), at which third years (or equivalent for part time) give a 1 minute summary of their research. Final year students also give a presentation in Friday lunchtime seminars.

8.1

First Year Presentation First Year research students are required to give a short

presentation after approximately 6 months. The purpose of this is to check that the student knows where they are heading with their project and why. The presentation will be 10 minutes in length with 5 minutes for questions from the audience. The student should concentrate on summarising the background and outline the objectives of their project, indicating how he/she proposes to achieve them and present results obtained to date. A draft timetable (including titles of talks) will be issued at least 4 weeks before the event and will be circulated to all staff, research students and research assistants in the School.

Each student presentation will be assessed by two assessors; one of whom will be a supervisor or person with specialised knowledge of the field. The other person will not be a specialist in that field. Assessors will each complete an assessment form for each student and their comments will be fed back to the

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student so that they can discuss with their supervisor how the presentation could have been improved. If any significant problems have been identified (e.g. with spoken English or with a severe lack of confidence), the supervisor should identify with the student where help might be obtained.

If the presentation leads the assessors to cast doubt on the student’s progress, the student will be asked to produce a written report within four weeks, demonstrating that he/she is coping with the project.

The assessment forms will be held in the student’s file.

8.2

1st Year ReportsAll students must submit a written progress report (a ‘mini thesis’) by 1st August, if entering in October, otherwise approximately 9 months after entry. The guidelines for this are given in Appendix F. An important part of the first year report is a review of the pertinent literature. One of the School DDP modules (DEN 6960) is also a review of the literature and so this work can form the Introduction to the 1st Year Report. The report will be assessed by the student’s supervisor and by another member of academic staff, and will form the basis for the Confirmation Review viva.

8.3

Confirmation ReviewStudents must satisfactorily complete a Confirmation Review at the end of the first year, which involves:

the production of a mini-thesis, appropriate engagement with the DDP as evidenced by your e-

portfolio, satisfactory performance by you at an interview with two

examiners (who do not have direct involvement in your research) about your mini-thesis,

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You must also have achieved your year one development needs and produced a clear and credible development plan for the succeeding two/three years.

If satisfactory progress is demonstrated, students will continue to study towards a PhD. If a student fails the Confirmation Review at the first attempt they will normally be permitted to undergo a second attempt no later than 18 months from the start of their registration. If a student fails the second attempt at Confirmation Review, they will no longer be permitted to remain on the doctoral level degree and will automatically be transferred to the degree of MPhil. They will normally be permitted to remain on the degree of MPhil and will submit a thesis for that degree.

The Postgraduate Tutor is available to students to discuss any issues regarding upgrading.

8.4

8.5

Second Year PosterAround 6 months into the second year of study (or after an equivalent period if part-time) students are required to prepare a poster for assessment. Instructions will be issued separately. The student will be reminded of this at least four weeks before the event and will also be allocated a board for the poster. The quality of the posters will be assessed by academic staff independent of the supervisory team and comments fed back to students.A copy of the assessment form will be kept in the student’s file.

Second Year ReportAt the end of the second year students are required to produce a detailed thesis plan. This is a draft of the potential contents of the thesis and should include a detailed breakdown of what material/data is to be included in each chapter of the thesis. Any issues likely to delay submission should be identified and highlighted at this stage.

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The thesis plan will be constructed in discussion with the supervisor and will be submitted via Pebblepad to the Director of PGR and a copy will be held in the student’s file.

8.6

Third Year SeminarAt about 6 months into the third year, the student will be required to give a full seminar presentation. The talk should be 25 minutes in length with around 5 minutes for questions and discussion. The arrangements are similar to those for the 1st Year Presentation above. In this case the student should concentrate on presenting key results, and discussing their significance. The talk will be assessed by the supervisor and a member of academic staff independent of the supervisory team. Assessors will each complete an assessment form for each student, which will then be fed back. All academic staff are encouraged to attend.A copy of the assessment forms will be held in the student’s file

8.7

Writing your thesisGeneral advice on writing your thesis can be found in Appendix H but more detailed guidelines will be provided by your supervisor(s). Also, information on the penalties for submission of your thesis after more than 3 years and 3 months (full time PhD) can be found in Appendix I.

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SUMMARY OF THE SCHOOL’S PGR STUDENT MONITORING SCHEME

Six months • Twelve monthsYear 1 Verbal presentation to

staff and students (written assessment

and feedback)

Summary of planned work being addressed, review of literature, report of work

completed to date, plan of further work to be

completed, and E-portfolio and development plan. These form part of the Confirmation Review

. Annual Progress Report to the Graduate Research

OfficeYear 2 Poster presentation

with verbal explanation (written assessment

and feedback)

Short summary statement of research undertaken and

thesis plan. Written assessment and feedback

given.. Annual Progress Report and

thesis plan to the Graduate Research Office

Year 3 Full seminar to staff and students (written

assessment and feedback)

Appointment of Examiners, Submission of the thesis and

arrangement of oral examination.

Annual Progress Report to the Graduate Research

Office

9 Mock VivaStudents may arrange for a mock viva prior to the formal defence of their thesis. This should be arranged following discussions with their supervisor.

10 Shared StudentsWhere students are shared with other departments outside the School of Clinical Dentistry, the student will be expected to comply with the monitoring process in place in the department in which they have their primary registration.

11 Part-time StudentsPart-time students are also required to take part in the monitoring

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process but the timing of presentations will be approximately bi-annually.

12 Students for whom English is not their first LanguageThe English Language Teaching Centre offers free part-time English Language support classes. Details can be found on the following web site: http://www.shef.ac.uk/eltc/. Students are expected to make the fullest possible use of the English Language Teaching Centre to improve skills in both written and spoken English. This means that the supervisor can concentrate on providing advice and guidance on the scientific and technical side of the project. The highest possible standards in both spoken and written English should be the aim for all students.

13 Plagiarism and CollusionPlagiarism is passing off others’ work as your own, whether intentionally or unintentionally, to your benefit. When preparing your project report or other written work, you will read widely and become familiar with the work of others. You should ensure that the materials you prepare for submission would be accepted as your own original work. Your supervisor and Confirmation Review assessors are interested in your understanding of an idea and you should use your own words to demonstrate your understanding. The selective quoting of material from books and articles is permissible, but the material must always be attributed to its sources by means of quotation marks. The reference should also appear in the bibliography.

The basic principle underlying the preparation of any piece of academic work is that the work submitted must be your own original work. Plagiarism and collusion are not allowed because they go against this principle. Please note that the rules about plagiarism and collusion apply to all assessed and non-assessed

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work, including experimental results. Cutting and pasting from web sites would also be considered unacceptable unless attributed.

Examples of plagiarism: If a student submits a piece of work produced by others, or

copied from another source, this is plagiarism. If a student produces a piece of work which includes sections

taken from other authors without attribution, this is plagiarism. The length of the copied section is not relevant, since any act of plagiarism offends against the general principle set out above. When copying sections from other authors it is not sufficient simply to list the source in the bibliography.

The selective quoting of material from books and articles is permissible, but the material must always be attributed to its sources, both within the text and within a bibliography. However, in general, extensive use would not be acceptable, even if acknowledged.

If a student paraphrases (changing a few words here and there) from another source without the appropriate attribution, this is plagiarism. Paraphrasing should use a student’s own words to demonstrate an understanding and accurately convey the meaning of the original work, and should not merely reorder or change a few words or phrases of the existing text.

Collusion is a form of plagiarism where two or more people work together to produce a piece of work all or part of which is then submitted by each of them as their own individual work.

If a student gets someone else to compose the whole or part of any piece of work, this is collusion.

If a student copies the whole or part of someone else’s piece

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of work with the knowledge and consent of the latter, then this is collusion

If a student allows another student to copy material, knowing that it will subsequently be presented as that students’ own work, then this is collusion.

Both plagiarism and collusion are strictly forbidden. Students are warned that the piece of work affected may lead to failure in the examination for the relevant DDP unit or research degree. The student may also be referred to the Discipline Committee.If in doubt, consult your supervisor.

14 Appeals, Complaints and Grievances Occasionally, problems can arise between student and

supervisor. These may be due to incompatibility of research interests, personality differences or because the student or supervisor has consistently failed to meet the quality standards outlined in this document. Alternatively, conflicts of interest or perceived conflicts of interest can arise (eg personal relationships). New guidelines to guard against such occurrences have recently been put in place.

Wherever possible, such problems should be raised with the supervisor at the time. If a student considers that this is inappropriate, the problem should be referred to the Postgraduate Tutor or the Director of Research who may be able to resolve the problem. Where this is not possible, the Director of Research, with the permission of the student and Lead Supervisor, will refer the matter to the Chair of the Faculty Graduate Research Committee.

Students have the right of appeal against the results of assessments under the conditions outlined in the Academic Appeals Regulations and Procedures, which can be found in the University Calendar. Appeals must be given in writing to the Dean of the Faculty of Medicine within 28 days of the

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publication of examination results. Further advice and support is available for students from the

Medical Faculty Office, the Academic Registrar’s Office, the University Counselling Service, Advice Centre and the Graduate Student’s Committee in the Union of Students.

In the unlikely event that a student’s work is not progressing satisfactorily, to the point that he/she is consistently failing to meet agreed targets or failing to attend supervision sessions and generally not providing the required work, the supervisor may ask for a Review of Progress under the regulations to be found in the University Calendar. This is the only process through which students may be excluded from the programme of study.

15 RepresentationTwo Postgraduate Research Student Representatives are elected annually by the student body and this person sits on the School Research Committee (see Appendix G). Issues and views on matters of general importance should be provided to this representative who will then raise them at the next available Committee meeting. In addition, there is a Postgraduate Research Student Forum held twice per year to which all research students are invited. Each Forum will be chaired by the Postgraduate Research Student representative and will be attended by the Director of Research or deputy, and the Postgraduate Research Tutor.

Students may also stand for election to the Faculty Graduate Research Committee, where two PGR students will represent the views of all PGR students in the Faculty.

16 Leave of Absence and Extension of Time LimitsLeave of Absence

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Occasionally students find they require some time away from their study for personal or medical reasons. In these cases they can apply for a period of Leave of Absence using the appropriate University form. The period of leave is generally expected to be no more than 12 months, and ideally as short a time as possible. Under exceptional circumstances, further periods of leave may be applied for. All cases are judged on their merits so it is important that supporting evidence, where possible, is provided. For example, if application is made on medical grounds, a medical certificate must be provided with the application. The period of the leave of absence does not count towards the period of study and so does not make up part of the time limit.

The University is required to inform the Home Office of any overseas students who are on extended periods of leave and the Home Office usually asks the student to return home for this period.

Time LimitsThe time limits for the various research degree programmes are shown in the University Code of Practice. Students are expected to submit their thesis within the normal period of registration (3 years for a full time PhD) although occasionally an extension to the time limit may be required. This must be applied for using the appropriate University form and on which a case for the extension request must be made and a schedule of work laid out showing how the thesis will be submitted within the period. This must be supported by the Supervisor and Postgraduate Research Tutor.

Continuation fees are chargeable for periods of extension.

Further information on both these topics can be found in the University Code of Practice for Research Degree Programmes.

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17.1

17.2

17.3

Health and Safety InformationEach user of University buildings must take responsibility for ensuring the environment is safe for other users too. Simple measures can increase the security of buildings and reduce the risk of theft. Some areas of the University and its environs may be hazardous at night. The University’s health and safety web pages at http://www.shef.ac.uk/safety contain useful information about how to minimize this risk.

SafetyThe University recognises that safety is an essential component of all its activities and seeks to safeguard, as far as is reasonably possible, the health and safety at work of all its staff and students. The safety of yourself and your colleagues is of paramount importance. The School has a Safety Policy which is based on the University Policy as described in the University of Sheffield “Health and Safety: Code of Practice”. There is a Safety Committee, which provides guidelines about safe procedures, but we are all responsible for our own safety and for the safety of those around us.

For emergencies, including medical emergencies and fire ring 2222 . For other emergencies (e.g. plumbing leaks)

ring 24085By law everyone has a safety responsibility and it is important that everyone understands and appreciates that responsibility. When any employee or student has control over an activity in any area, they must comply with the University’s health and safety policy. Each member of the School is issued with a copy of the University of Sheffield booklet “Health and Safety: Code of Practice”. It is essential to read this and to be aware of the framework for safe working within the School and the University.

Safety in the Research LaboratoryAlthough research inevitably involves unknown risks, no

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17.4

17.5

undertaking is so important that it should be pursued in an unsafe manner.

COSHH (Control of Substances Hazardous to Health)Under COSHH Regulations 1988, all persons at work need to know the safety precautions necessary so as not to endanger themselves or others through exposure to substances hazardous to health. It is important that you assess and know the hazards associated with all the substances you use and the appropriate safety and disposal precautions.

Use of hydrofluoric acid, cyanides and related chemicals.There are special regulations governing the use of these hazardous chemicals. If any activity involving their use is planned, then the user must first attend courses on both first aid and the use of HF/CN’s.

All work involving HF is confined to the Specimen Preparation Room in the Dental Materials Laboratory. Please arrange for courses with Mrs Sue Anderson.

Protective ClothingLaboratory coats should be worn at all times when working in laboratories. Safety glasses, safety gloves etc. are provided and these should be worn whenever appropriate. Please refer to the University of Sheffield “Health and Safety: Code of Practice” and the Dental School Code of Practice for information on “Personal Protective Clothing and Equipment”.

Out of hours workingAlthough working at weekends is occasionally unavoidable, it should not be considered routine. Working in a laboratory at the weekend or late into the evening may contravene University health

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17.6

17.7

and safety regulations and should not be necessary in most cases if experiments have been planned carefully. If you feel it imperative to work in the laboratories out of normal hours (at the weekend or after 8pm Monday-Friday) you must first complete out of hours training and gain permission from your Head of Unit (a form is available from the general office on the ground floor) to have out of hours access. You must also gain written approval from your supervisor to do so, and ensure you are not working alone. Furthermore, you must sign in and out of the out-of-hours book (located on the porter’s desk in School reception) and set the alarm if you are the last to leave the building. Failure to do so is a serious offence that may jeopardise your safety and that of others and will result in your out-of-hours access privileges being withdrawn.Smoking PolicyThe University adopted a no smoking policy on 1 October 1993 consequently all University premises are designated no smoking areas.

Fire Evacuation DrillsAt the beginning of each academic year a fire evacuation drill will be held. The purpose of such a drill is to acquaint all occupants of University buildings with the sound made by the fire alarm and to familiarise them with the correct procedures and principles to be followed in an emergency. All students are required to participate.

When a continuous audible alarm is heard, all occupants must make an orderly exit from the building using the nearest available exit route. Evacuees should not congregate outside the building but should proceed to their evacuation assembly points, which is the car park at the west end of the building. Staff supervising you at the time will ensure that appropriate action is taken.

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17.8If you are working on your own, especially when working out-of-hours (see below), and an emergency arises, use the emergency number and follow any instructions given to you carefully.

If you smell gas, report it (internal emergency number 2222) from a safe area. Turn off naked flames and do not operate electrical switches. Go to the main entrance of the building and wait for assistance.

If you have a large or unknown chemical spill, leave the room and close the door. Report the situation (internal emergency number 2222) from a safe place. Go to the main entrance of the building and wait for assistance.

Guidelines for the Safe Use of Display Screen EquipmentIn order to prevent strains on your back, limbs and eyes, it is essential to follow some basic precautions when using computer terminals. You should ensure that the chair height and back are well adjusted for you to maintain good posture and that the leading edge of the keyboard is at least 8 to 10 cm away from the edge of the desk. Also, position the screen so as to eliminate glare from windows or room lights. When using the mouse, make sure that you have room to rest your whole forearm on the desk. Finally, make sure that you take regular breaks away from screen work, at least 10 minutes in every hour.

18 Running of the Monitoring SchemeThe Research Monitoring Scheme will be administered by the School of Clinical Dentistry Research Committee, with secretarial support from the PGR administrator. A member of the School of Clinical Dentistry Research Committee, usually the Postgraduate Research Tutor, will be appointed to undertake the management of the Research Monitoring Scheme. Students may also want to

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investigate opportunities for mentoring and other support offered by the ThinkAhead programme: http://www.shef.ac.uk/faculty/medicine-dentistry-health/thinkahead

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APPENDIX A

Useful web addresses

Dental School Home pagehttp://www.shef.ac.uk/dentalschool/index.html

School Research pageshttp://www.shef.ac.uk/dentalschool/research

Research and Innovation Services support pages for Research Studentshttp://www.sheffield.ac.uk/ris/pgr

Faculty Graduate Schoolhttp://www.shef.ac.uk/faculty/medicine-dentistry-health/graduateschool

Doctoral Development Programme http://www.shef.ac.uk/ris/pgr/ddpportal

ThinkAhead Programmehttp://www.shef.ac.uk/faculty/medicine-dentistry-health/thinkahead

Support for international studentshttp://www.shef.ac.uk/newstudents/international

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APPENDIX B

POSTGRADUATE RESEARCH STUDENT - INDUCTION CHECK LIST

THE UNIVERSITY OF SHEFFIELD

SCHOOL OF CLINICAL DENTISTRY

Name of student: ________________________________________

Address: ________________________________________

________________________________________

________________________________________

Daytime Telephone: ________________________________________

Home/Evening Telephone: __________________________________

E-mail address: ________________________________________

Student Status:FT PT external University Staff

The following checklist aims to assist the supervisor in discussing with their postgraduate student information that will support the student during their research. The checklist is supplementary to the written information supplied by the School and the University and covers academic and practical matters. It is recommended the postgraduate students and their supervisor/s discuss these items at an early supervision session.

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Outline of roles and responsibilities in relation to:

Tick when explained

The supervisor(s)

The Personal Tutor

The Postgraduate Research Tutor

The frequency, duration and location of supervisory meetings. Requirement for a written recordArrangements for joint supervision where appropriate

Procedures for the student to go through if they are unhappy, have personal difficulties or have cause for complaint regarding supervision etcThe progress monitoring process

The confirmation review

Information about the doctoral development programme and agreeing suitable modulesOffice accommodation

PC access in the School

IT resources in the University and how to access IT training

Induction to library facilities in the University

Research seminar programme

University wide postgraduate support/activities

Fire, health and safety, COSHH regulations, swipe cards and times of access to premisesCar Parking

Student’s signature ____________________________Date___________________

Supervisor’s signature ____________________________Date___________________C:wdocs\pprresea\pg ind chklist.doc

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APPENDIX C

Research Ethics and Research Governance

All members of staff within the Dental School, and supervised students who are registered with the University and who plan to undertake research which involves human participants, their data or tissue, should ensure that their proposed research is ethically approved via the appropriate ethics review procedure prior to commencing such research. This means you and your supervisor must decide whether the project needs to be reviewed by the NHS ethic committee or by the University ethics committee. Guidance in making this decision can be found on the school website (http://www.shef.ac.uk/dentalschool/research/support/ethics_governance/index) or by speaking to either Dr Lynne Bingle (Research ethics lead for the School of Clinical Dentistry) or Dr Kathryn Hurrell- Gillingham.

The following information outlines the University’s policies and procedures but it should be noted that even if your project is subject to the NHS ethics procedure similar standards of Good Practice will be expected and thus this information is applicable to all research projects involving human participants.

1. Good Research Practice

The University of Sheffield is committed to promoting and upholding high standards of research integrity. In recent years the University has affirmed and codified its expectations concerning research conduct through establishing and embedding a number of policies and procedures, which are kept under review. These include:

The University’s Good Research Practice (GRP) Standards; The University’s Ethics Policy for Research Involving Human

Participants, Data and Tissue;

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The University’s research governance procedure for health care research.

These are available on the website of the Research and Innovation Services:http://www.shef.ac.uk/ris/other/gov-ethicsThe GRP Standards apply to all the University's researchers (staff, students and visiting researchers) and include generic principles for research conduct and research discipline sensitive guidelines. The Ethics Policy applies to all University research that is undertaken by staff or supervised-students and which involves human participants, either directly (e.g. via interviews, completing questionnaires) and/or indirectly (e.g. providing human tissue samples). Research governance is a term that comes from the Department of Health’s ‘Research Governance Framework for Health and Social Care’, which prescribes a number of standards for the conduct of UK-based health care research (one of these standards is that health care research must be subject to independent ethics review). Accordingly, the University’s research governance procedure applies to all University research that constitutes ‘health care research’, as defined in the Research Governance Framework. The definition of Healthcare research can be found at http://www.sheffield.ac.uk/ris/other/gov-ethics/governance/definition. In effect, research governance primarily affects the following University academic departments: Clinical Dentistry, Clinical Psychology, Human Communication Sciences, Medicine, Nursing and Midwifery and ScHARR.

2. The University’s Research Governance Procedure

If you plan to conduct health care research then you need to be familiar with the University’s research governance procedure. Research and Innovation Services coordinate the procedure and helps staff and students to successfully navigate its stages. Before embarking on the procedure it

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is worth remembering why it exists. The procedure is designed to facilitate the Research Governance Framework’s three objectives:

To protect the rights, dignity, safety and well-being of human participants in research; and

To further strengthen scientific quality; and To clarify accountabilities and responsibilities.

Depending on the complexity of your particular health care research projects, your experience of the research governance procedure may bring you into contact with a number of organisations, but normally there will be interaction with an NHS Trust(s) and with the National Research Ethics Service. It is worth bearing in mind that the involvement of outside organisations does mean that the procedure is not always as fast as might be expected. There is a concerted effort on the part of different organisations to make the research governance procedure as simple as possible, whilst ensuring that the three objectives are achieved.

In reality, the majority of research projects undertaken by students within the School of Clinical Dentistry will not fall within the definition of Healthcare Research and thus will not be subject to research governance but will still need to be reviewed and approved by the School of Clinical Dentistry Ethics Committee.

Stage by Stage breakdown of the research governance procedure

Guidance on the University’s research governance procedure is on the Research & Innovation Services website: http://www.sheffield.ac.uk/risIn addition, Dr Lynne Bingle (School Lead for Research Ethics) should be consulted before commencing the application for approval process.

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STAGE 1: Decide whether the proposed project is a ‘health care research’ project (see the website for the definition).

STAGE 2:Decide which organisation should be the project’s ‘research governance sponsor’ (see the website for the definition). Normally the University agrees to be the research governance sponsor of ‘investigator-led, multi-site health care research projects’ and ‘investigator-led, single-site health care research projects that do not involve a NHS Trust’. Single site health care research projects that involve a NHS Trust are normally sponsored by the NHS Trust.

STAGE 3: The Supervisor registers the proposed project with the University on ‘URMS’ (the University’s Research Management System). Guidance on URMS, and specific guidance on how to complete URMS with respect to a supervised-student project, is available on the Research and Innovation website: http://www.sheffield.ac.uk/risThe URMS helpline is: 0114 222 1450.

STAGE 4: If your proposed project will have an impact on an NHS Trust (i.e. will involve access to the Trust’s staff and/or patients and/or their relatives and/or to service users and/or to Trust premises), then register the project with the NHS Trust’s Research Department in order to apply for NHS R&D approval. You can start to complete the Site Specific Information form (the SSI form). However, the Trust Research Department will not review a completed SSI form until it has received written confirmation of ethics approval and parts A & B of the NHS research ethics application form. The

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SSI form is available from the NHS R&D Forum: http://www.rdforum.nhs.uk/001.asp

STAGE 5: The proposed project must be independently scientifically reviewed. Externally-funded projects are scientifically reviewed via the external funder's peer review process. With respect to projects that are NOT externally-funded, the sponsor’s internal scientific review procedure should be followed. The research governance sponsor needs to receive written confirmation of scientific approval (if the University is the research governance sponsor, provide written confirmation of this to Research and Innovation Services).

STAGE 6: The proposed project must be independently ethically reviewed. This will normally be via the NHS research ethics service (e.g. if the project will involve patients and/or NHS staff). The national research ethics service website: http://www.nres.nhs.uk/. The NHS research ethics application form is available from this website. Where the University is the research governance sponsor, the University’s Research Office will provide a Sponsor Declaration Letter (which should be attached to the NHS research ethics application form). A statement concerning University insurance should also be attached.

If the project will involve human participants but not NHS patients or NHS staff (e.g. a healthy volunteers study) then the University’s ethics review procedure will apply (ask your Supervisor for guidance in navigating this). Guidance is on the School’s website at: http://www.shef.ac.uk/dentalschool/research/support/ethics_governance/index

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The research governance sponsor needs to receive written confirmation of ethics approval (if the University is the research governance sponsor, provide written confirmation of this to Research & Innovation Services).

Once you have confirmation of ethics approval you can complete stage 4 (i.e. NHS R&D approval).

AuthorisationWhere the University is the research governance sponsor, once it has received written evidence of scientific approval and ethics approval it will be able to authorise the project to commence and explain the post award requirements, which include the need to establish a project Site File. Where the University is not the research governance sponsor, in order for the project to commence Research and Innovation Services needs to receive written confirmation of which other organisation has agreed to be the research governance sponsor.

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APPENDIX D

School of Clinical Dentistry

PERSONAL TUTOR’S RECORD:

Name of Research Student _______________________________

Name of Personal Tutor________________________________

Name of Research Supervisor(s) ________________ Year of Study _______________Research Degree MPhil/PhD Date for upgrading (if appropriate) ________________

Date of Interview _______________Duration of Interview, _____________________

Opinion of progress:

Are there any particular difficulties being experienced with the research programme? What advice has been given by the tutor?

Is sufficient advice and expertise available concerning the project? What advice has been given by the tutor?

What are the student’s current career aspirations? What advice has been given by the tutor?

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Are there any external factors affecting the students progress, satisfaction, motivation or general well-being? What advice has been given by the tutor?

Are there any matters of substance in relation to accommodation, finance, health etc, that the student has reported? What advice has been given by the tutor?

Are there particular interests (sporting, artistic, personal, altruistic) or achievements that the student has reported?

Are there any issues about which the student has been advised to seek a confidential interview with the Research Dean, the Dean of School or any Counselling Service (YES or NO only)? YES/NO.

Any other comments by the tutor

Any other comments by student

Signature of Personal Tutor ______________Signature of Student__________

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APPENDIX E

SUGGESTED PhD TIMETABLE

Month 1 Read literatureIdentify problem

Start to organise the bibliography

2-3 Formulate hypothesisDesign experiments

3 - 12 Learn techniquesStart experimental work

Prepare outline of thesis

12 Draft the Introduction

18 Draft the Materials and Methods and Results as you go along

24 Draft Discussion

30 Finish experiments

Finalise Materials and Methods, Results, Introduction and Discussion

36 SUBMIT THESIS

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APPENDIX F

1st YEAR RESEARCH STUDENT’S REPORT

A report (2 copies, with additional copies required for joint supervisors, industrial sponsors, etc.) is required by 1st August which should include; a literature review, a write-up of empirical work completed to date, a plan of future work, a summary of the DDP e-portfolio and future development plan. The report and the work described will be the subject of an oral examination by the assessors, normally during October, the outcome of which determines whether a student is allowed to continue with their studies towards a PhD or not.

The writing of a report is a useful exercise, in that often it becomes obvious which parts of the work required further attention, and it helps both students and supervisor to appreciate in which direction to focus future effort. It is also desirable to have occasional practice at report writing and receiving criticism and comment (which can be used as a basis for revision).

LayoutThe layout should take the following form.

Title Indicate 1st Year Report and DepartmentTitle (Scope of Project)Author and Period coveredName of supervisor(s)

SummaryThis should be less than one side

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Introduction A concise (i.e. brief) but clear statement of the background to and reason for the work.

Literature ReviewA complete literature review must be prepared. A summary of the main findings from the literature should be included in the report. This review may form the basis of a chapter in your final PhD Thesis. Please endeavour to be critical and avoid mere chronological collation of references. An entirely uncritical approach will not be acceptable. The length and content should be discussed with your supervisors who will grade the review satisfactory/unsatisfactory. You will not be able to proceed beyond your Confirmation Review without a satisfactory literature review.

Experimental ProceduresIt is important to describe your experimental techniques in sufficient detail for the reader to be sure you are performing the experiments in a careful and scientific manner.

ResultsThe written part should be a clear statement of the results to-date and, if appropriate, an evaluation of errors. Results should be presented in tabular or graphical form so as to facilitate interpretation. At an early stage of the work, if it involves construction of equipment, this may be a design study, although by the end of the first year there should normally be some results to report if progress is to be considered as satisfactory.

Discussion This should discuss the results reported and assess their significance in the context of previous published work.

Conclusion A brief summary of what has been achieved, preferably as a list of points.

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Research Plan and Time TableA detailed plan of your research project, along with expected dates for completion of the various goals must be included. Remember to allow sufficient time for writing-up.

ReferencesShould be indicated in the main text, numbered in order starting at number 1 and in superscript, and listed at the end of the report. They should be presented in the following format:

1. Bloggs IJ, Friend KL. Title of Paper, J Dent Res, 1974; 42: 1065-1072.2. Other AN, “Report Writing”, Hypothetical Press, Sheffield. 1978, p273. Another BM, Title of Paper in “Research Techniques”, eds. Bloggs IJ and

Other AN, Pronto Press, London, 1986, pp 163 – 195

Appendices Can be added if necessary to present bulky data, analyses or calculations which would impede the flow of the main text, but should be kept to a minimum.

TablesThese should be numbered consecutively and headed by explanatory captions.

Figures These should include all line diagrams and photographs and be numbered consecutively. Each should have an explanatory figure legend. Diagrams should be produced using available computer software. Micrographs (either digitised or original prints) should state magnifications used.NB. Tables and Figures are best incorporated into the body of the text.

DDP E-portfolio and development plan

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A summary of modules/training completed to date should be included in the report, together with a plan for future skill development, along with expected dates of completion.

APPENDIX G

SCHOOL OF CLINICAL DENTISTRY

RESEARCH COMMITTEE MEMBERSHIP2013/14

Director of Research Professor P G Robinson (Committee Chair)

Dean of School Professor P M Speight

Theme Leaders: Basic and Applied Research

Dr Craig Murdoch

Clinical and Person Centred Research

Professor Martin Thornhill

Research Group Leaders:

Bioengineering & Health Technologies

Professor P Hatton

Integrated Biosciences Dr Graham Stafford

Person Centred & Population Oral Health

Dr Sarah Baker

Faculty Graduate Research Committee Representative and Director of Postgraduate

Dr Dan Lambert

Charles Clifford Dental Hospital Research Lead Professor M Thornhill

Faculty Director of Research and Innovation Professor P Hellewell

Research Support Officer Dr K Hurrell-Gillingham

Lab Management Group Representative

Only one of these representatives per meeting

Dr Lynne Bingle/Dr Cheryl Miller/Dr Graham Stafford

Director of Administration Ms Anna Burrows

Postgraduate Administrator and Secretary to the Committee

Mrs Sue Spriggs

Postgraduate Research Student Representative Mr Lav Darda

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APPENDIX H

HOW TO WRITE A RESEARCH REPORT OR THESIS

These notes are in addition to those provided in the University’s Code of Practice for Research degree Programmes.

Preparation for your thesisPreparation starts on the first day of your postgraduate studies. You should ensure that you keep a record of the papers that you read (used for Bibliography), plus appropriate notes (used for Introduction and Discussion sections). Record all the methods you use in detail (e.g. concentrations of solutions, source of materials etc.), record all results in a lab book or diary (used for results section). Keep graphs, illustrations etc. with the relevant summary of results as you go along and obtain statistical advice early because this may influence the design of your study. You may think these things are unnecessary so early on but if you do not keep careful records you WILL have forgotten important details by the time you write your thesis. Guaranteed!

LayoutA research report or paper follows a standard format Introduction Aims (and objectives) Materials and methods Results Discussion (and conclusion(s)) References

A similar approach is used for a thesis, although variations on this theme are permitted. A basic layout would be:- Title page List of publications (if applicable) Acknowledgments

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Abstract Contents List of figures List of tables List of Appendices (if applicable) Chapter 1 Introduction/Literature Review Chapter 2 Materials and methods Chapter 3 Results Chapter 4 Discussion Appendices Bibliography

Alternative layouts can be used, however. For example, Chapter 2 could cover general methods used throughout the entire study but then other methods could be placed in separate Chapters along with relevant results. Consequently, the Results could be broken down into more than one chapter. If this pattern is followed, each chapter may have a short Introduction, but which does not repeat parts of Chapter 1, appropriate methods if different from Chapter 2, the results and a short discussion of the results relevant to that chapter. The general discussion is kept for the final chapter.

A typical model might be:Chapter 1 IntroductionChapter 2 General Materials and MethodsChapter 3 Topic 1

IntroductionMaterials and MethodsResultsDiscussion

Chapter 4 Topic 2IntroductionMaterials and Methods

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ResultsDiscussion

Chapter 5 etc, etc.Chapter 6 General Discussion and ConclusionsBibliography

Preparing to write If possible, read through a couple of other peoples’ theses to get an idea about layout, approach etc. Your supervisor will probably have copies of these and they are also available in the library. Writing Materials and Methods sections is a rather mechanical process and is often best tackled early as it is relatively simple to do and gets you into the habit of writing. Then to start the rest of the thesis, read the relevant literature and prepare a draft Contents list. Do this first for the Introduction/literature review and then for your results. This helps you to organise your data and think about the logic of your layout and the way your data fit into the knowledge base. For the Introduction make a list of keywords and points under each topic and then arrange the sections into a logical order. For example an Introduction might look like this:-

Background General points Specific points Identify the gaps in the knowledge base Identify the specific problem to be studied State the hypothesis being tested Identify the aims

Style of scientific writingTry to do the following:-

Use the third person (not “I” or “we”) Write in the past tense

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Be objective Do not try to be amusing Avoid unnecessary jargon; use plain, simple English correctly

spelt and grammatically constructed Do not make statements that cannot be supported by your data

or that of others – always reference the source of data or statements

Provide enough detail so that someone could repeat your work Provide sufficient data so that a reader could re-analyse your

data Add legends for all figures and these should be comprehensible

on their own without the need to consult the text. Tables should have titles and any abbreviations explained in a

legend Number pages, sections, figures and tables sequentially and

logically

RegulationsConsult the University regulations for any specific confines or guidance e.g. length, content of title page, length of abstract, size of margins, line spacing, binding and number of copies to be submitted.

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APPENDIX IGUIDELINES FOR TIMELY SUB-MISSION

In seeking ways to encourage timely submission of higher degree theses, the University has produced new guidelines and a revised continuation fee structure.

If a student does not submit within their normal registration period (3 years + 3 months for a full time PhD) brief, three monthly progress reports from the supervisor(s)/student should be sent to the departmental Postgraduate Tutor stating progress of the thesis and giving an Action Plan for its completion. Research and Innovation Services will send research students a reminder approximately 6 months before the expiry of their normal period of registration. This will highlight the benefits of timely submission with respect to fees (see below). If necessary, this will then be followed up by a further reminder around 6 months prior to their Time Limit.

The continuation fee is charged on a pro-rata basis starting from the end of the normal tuition fee paying period of registration until the submission of the thesis or the end of the registration period, whichever is earlier. In order to encourage students to submit their theses in good time, the continuation fee is waived within the first three months of the end of the tuition fee paying period if students submit within this period. Continuation fees are collected either at the end of the additional year of registration, or at the point at which a student submits their thesis - whichever occurs first.

For example, if a student on a standard PhD with a normal period of registration of 3 years submits at the end of the fourth year, s/he will be required to pay the full continuation fee. However, if the student submits before that date, the continuation fee will be charged on a pro-rata basis. If the student submits within the first three calendar months of their fourth year, there will be no continuation fee to pay. However, as soon as the student enters month four of their fourth year, s/he will be required to pay

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the relevant continuation fee for four months. This scale then increases each month so that if, for example, a student submits six months into the fourth year, s/he would pay half the annual continuation fee.

There are no routine grounds for fee waivers in respect of continuation fees, but the Pro-Vice-Chancellor for Research & Innovation will consider cases put forward by students who feel there are exceptional reasons why they should not have to pay additional fees. All cases should be channelled via the department to Research & Innovation Services for consideration by the appropriate Faculty Officer in the first instance.

All fees can be paid at the Income Office, Level 6, University House by cash, personal cheque, bankers draft, credit or debit card. Payments to be made by credit/debit card can be made through the Online Payment System. Queries regarding payments should be addressed to: studentcustomers@sheffield.ac.uk.

Students who have completed their required period of registration for full fee-paying purposes are entitled to apply to the Student Services Information Desk for an extension of their UCard (subject to status).

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