Transcript Document

School of Earth and Environment
FACULTY OF ENVIRONMENT
Postgraduate Research Administration
Today’s meeting:
Part 1 (10am): PhD supervision and administration:
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Introduction to PGR Admin
Monitoring current PGRs
Funding opportunities for PGRs
Process for advertising projects/admissions
Coffee and mince pies
Part 2 (11am): Changes and developments
School of Earth and Environment
FACULTY OF ENVIRONMENT
Part 1: Introduction to
Postgraduate Research Administration
Postgraduate Research Administration Staff:
PGR Tutor:
Deputy Tutor:
Administrator:
Admissions support(PT):
Sebastian Rost
Caroline Peacock
Michelle Lesnianski
Angela Gardner
School of Earth and Environment
FACULTY OF ENVIRONMENT
Postgraduate Research Administration
PGR Representatives:
ESSI:
ICAS:
IGT:
SRI:
Mohammed Elmasrahy
Hannah Mantle, Richard Pope
Ben Allen, Lucy Campbell
Rebecca Howard, Paul Brockway
School of Earth and Environment
FACULTY OF ENVIRONMENT
Postgraduate Research Administration
What we do:
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Enquiries
Admissions (~400pa) and marketing/web and conversion
Scholarships
Registration and Induction
Attendance monitoring and progression (currently ~230 students of which
~30% overseas):
• PDR
• Suspensions/extensions
• Student support / Drop-in sessions
• Training
• Student payments/contracts
• Complaints/appeals
• Examination
School of Earth and Environment
FACULTY OF ENVIRONMENT
Postgraduate Research Administration
Involves interaction with:
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Potential postgraduate researchers
Postgraduate researchers
Academic staff
Postgraduate Research and Operations (Progression & Examination)
Postgraduate Scholarships Office
International Office
Research Support Unit
Language Centre
Head of School (complaints/appeals)
Faculty Finance (student payments/student RTSG matters/bursaries)
Involves working on/contributions to:
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Integrated Planning Exercise (IPE)
Student Academic Education Review (SAER)
Postgraduate Research Experience Survey (PRES)
Research Excellence Framework (REF)
School of Earth and Environment
FACULTY OF ENVIRONMENT
Publications
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School PGR Staff Handbook
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University Guide for Research Degree Supervisors*
Important
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University Ordinances and Regulations and Programmes of Study for
Research Degrees *
University Research Student Handbook*
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All available on-line via
http://www.see.leeds.ac.uk/current/research-pg/index.htm
* Under ‘Useful links’ then ‘Research Student Handbooks’
School of Earth and Environment
FACULTY OF ENVIRONMENT
Faculty Graduate School
Examinations Group
Graduate Board
Scholarships Group
Programmes of Study and Audit Group
(PSAG)
Faculty Graduate School
• PGR administration across the University is controlled by Graduate Board
• Some ‘unitary’ faculties (eg, Biological Sciences) organize all PGR administration at
the Graduate School level (admissions, progress, etc)
• Environment is a ‘federal’ Faculty. PGR administration still organized at School level
BUT moves towards a Faculty Graduate School Office
• Director of Postgraduate Research Studies for Environment Faculty Graduate School
is Alan Haywood and Michelle Lesnianski is the Faculty Co-ordinator
School of Earth and Environment
FACULTY OF ENVIRONMENT
Supervising Current Students
School Supervision Model (from October 2011):
Co-supervision model
- one supervisor identified as primary or lead supervisor
- co-supervisor at Leeds (at least one)
- external supervisor possible (eg, from CASE partner)
NOTE: At least one supervisor must have ‘sole supervision’ status:
• not on probation
• has supervised a PhD student for more than 3 years
• is minimum of 0.5 FTE
• has undertaken SDDU course for supervisors
School of Earth and Environment
FACULTY OF ENVIRONMENT
Supervising Current Students
All ‘administration’ should only help serve the
fundamental aim of ensuring our PhD students have
the best possible support for their work
ALL PROGRESS MONITORING DONE ON-LINE
www.pdr.leeds.ac.uk
Very important to engage with the PDR:
Appeals/complaints difficult to defend where record
keeping is inadequate.
School of Earth and Environment
FACULTY OF ENVIRONMENT
Supervising Current Students
Progression meeting monitoring to include all supervisors…
• Month 1: All supervisors meet with student to undertake
training analysis and complete on-line training plan –
include publications strategy in training analysis each year
• 6 months meeting (or 9 months for PT): select Transfer
Examiner (and get their agreement), select Transfer Chair
(from list of ‘approved’ chairs on web), arrange Transfer
viva date and get date in diaries – the aim is to ensure
clear pathway to transfer
School of Earth and Environment
FACULTY OF ENVIRONMENT
Supervising Current Students
Progression monitoring to include all supervisors…
• Transfer Meeting: (aim to hold this during months 9-11)
Important – formal decision by Transfer Examiner to
recommend upgrade from Provision PhD to full PhD
• 21 months meeting (FT): can be based on publication
• 33 months meeting (FT): based on thesis outline and draft
thesis chapter.
• Annual meetings: for part-time students (9 months, 18
months (Transfer), 36 months, 48 months, 60 months)
School of Earth and Environment
FACULTY OF ENVIRONMENT
Supervising Current Students
Supervision meetings…..
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We expect students will meet with supervisors regularly and always have
reasonable access
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University regulations require that 10 of these meetings lead to a formal
written report (minimum standards, problems in the past…) – 5 for part-time
students
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Student and supervisors should complete the on-line PDR together, agreeing
contents. Supervisor has final agreement of meeting by ‘locking’ the
meeting notes – if it is not ‘locked’ it will automatically lock after 3 months
and will be taken as agreed.
This process might seem overly bureaucratic but we must do it.
It can be implemented in as effortlessly a way as you wish.
School of Earth and Environment
FACULTY OF ENVIRONMENT
Finances…
• PhDs normally have their own account. They can spend this money on relevant
research costs with the agreement of supervisor.
Exception – students supported by a grant are expected to have RTSG funds
available within the grant and they will spend directly from the grant with
supervisors authorisation.
• The account normally contains:
• £500 per year ‘RTSG’; or
• Other funds from sponsor where applicable (eg, bench fee, conference, CASE)
• Currently additional fieldwork and consumables for NERC DTG awards are decided
by School. Apply in December each year, and a School decision by end January each
year. This may change for the DTP.
• 1st Year students are asked to fill in a ‘Postgraduate Funding Form’ from Faculty
Finance Office to itemise all expected funding. Make sure they do this.
School of Earth and Environment
FACULTY OF ENVIRONMENT
Finances…
RTSG:
School takes a contribution from all researchers on a sliding
scale:
£0 - £2000 per annum – no charge
£2001 - £5000 per annum - £1,000 lump sum = standard desktop/consumables
£5001+ per annum = £1,500 lump sum = standard desktop/consumables/admin
School of Earth and Environment
FACULTY OF ENVIRONMENT
Vivas
Transfers/upgrades:
• Aim to get Transfer Examiner, Transfer Panel, and date of viva agreed at 6 months
progression meeting and give information to Michelle.
• This information will be input into the PDR and the transfer panel will have access to
the transfer report once uploaded.
• The Transfer assessment form must be signed and handed to Michelle who will upload
the decision onto PDR so that the University can access it.
PhD vivas:
• Internal Examiner to advise Michelle of the viva date.
• Then pass preliminary and confidential reports to her for authorisation and onward
transmission to the University.
• External Examiners should normally be from the UK with experience of UK HE.
• External Examiners expenses: School will pay up to £250 towards travel expenses;
(only where necessary) 1 night’s accommodation at Cliff Lawn Hotel (£62); and
reasonable hosting/subsistence costs. Supervisor must normally find alternative
sources for higher costs.
School of Earth and Environment
FACULTY OF ENVIRONMENT
Funding opportunities for students…
SEE expects to recruit over 50 PhDs per year. Only possible if
they can get funding. This comes from a variety of sources:
Self-funded
Personal funding (quite rare), employer, scholarship from home country.
Everyone (potential supervisor, PGRA, PGRT) needs to be responding quickly
and efficiently to these applicants.
School of Earth and Environment
FACULTY OF ENVIRONMENT
Funding opportunities for students…
Research Councils
NERC:
DTP (Doctoral Training Partnership) – Possibly around 14.
Open CASE – supervisor applies for these and chooses student.
ESRC:
White Rose DTC – currently 1 award pa, plus 1 award by ‘matched funding’
EPSRC:
Faculty DTG – Faculty normally has enough funding to get 1 award annually
which alternates between SEE and Geography
Project (tied) Awards (NERC, EPSRC): Supervisors get funding for specific projects
through grant applications. Important source of students. Gives supervisor
control of the process. PIs are encouraged to include a studentship(s) in
grant proposals.
School of Earth and Environment
FACULTY OF ENVIRONMENT
Funding opportunities for students…
Competitive University Scholarships (LIRS, URS, Endowed)
• Very competitive and not too many available
• Needs excellent students with supervisor helping with application
• Generally student applies – deadlines:
• University Research Scholarship (URS)(Home/EU): 14 March 2014 (2 per faculty)
• CSC-Leeds Partnership (China): 3 January 2014 (10 awards/University)
• Leeds International Research Scholarship (LIRS) (international fees rated):
• Round 1: 20 January 2014 for an Oct 2014 start date (9 awards/Univ)
• Round 2: 16 June 2014 for a Jan 2015 start date (9 awards/Univ)
• Once applications received – School selects which to put forward to University/Faculty.
See handbooks for more details and Scholarships summary
School of Earth and Environment
FACULTY OF ENVIRONMENT
Advertising PhD projects…
To attract students we need to advertise a range of exciting projects:
• Main place to advertise projects is on the PGR web page (Michelle organizes):
http://www.see.leeds.ac.uk/admissions-and-study/research-degrees/
• Now is the time of year when projects go on the web to be advertised –
• fill in project pro forma
• DTP management committee expected to screen these before they go on
the web – looking for clear potential for the project to yield 4* outputs
• Clearly, the projects listed are not exclusive –
• Good students can propose other topics (within SEE interests)
• Specifics of advertised projects can be expanded
• Specific projects can be advertised elsewhere (eg, FindaPhD.com, jobs.ac.uk)
School of Earth and Environment
FACULTY OF ENVIRONMENT
Applications for PhD Projects…
• PGRA will send out emails to staff with links to relevant applications
• Respond quickly so that applicants get a favourable impression of us
• School competition interview dates in February/March
• Staff who hold funded studentships (eg, project/tied etc) can select their own student.
A minimum of two interviewers/assessors is recommended including male and female
representation where possible.
See handbook for further details.
School of Earth and Environment
FACULTY OF ENVIRONMENT
Notes for PhD recruitment…
Attracting students
• 99.9% of applications depend on the web
• School web pages and project descriptions should be as exciting as possible with short
‘eye catching titles’, eg, NOT ‘Investigation of’ or ‘Study of’ – that is a given!
• Our web pages must be found in searches and be included on all key lists.
School of Earth and Environment
FACULTY OF ENVIRONMENT
Final Comments
• PhD students are very important to the School – a key part of our research.
• We want to give PhD students the best possible student experience, training and
environment. This often helps with future recruitment/marketing (word of mouth).
• Any problems/questions please let PGRT and/or PGRA know without delay.
• Make sure that all administration passes via the PGRA so that we can keep track of
what is happening
http://www.see.leeds.ac.uk/current/research-pg/index.htm
School of Earth and Environment
FACULTY OF ENVIRONMENT
Part 2: Changes and developments
Today’s forum covers:
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NERC DTP
Training for PhDs
New ‘Transfer’ process
Unsatisfactory Academic Progress Procedure (UAPP)
Appeals
School of Earth and Environment
FACULTY OF ENVIRONMENT
Leeds-York NERC DTP
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Leeds: SEE, Geography, Chemistry, Biology, Maths and York Chemistry.
5 year DTP – intake to cover 2014 – 2018 inclusive.
3.5 year awards.
Expecting total of 25-27 awards per year.
Includes combinations of awards: 100% NERC funded; 50/50 matched
funding with NERC/Depts; 50/50 matched funding with University/Dept.
SPHERES: Atmosphere, Biosphere, Geosphere.
DTP award split between SPHERES/departments to be considered.
Student application deadline for 2014 entry: 24 January.
Follow on twitter @LeedsYorkDTP
School of Earth and Environment
FACULTY OF ENVIRONMENT
Training for PhDs
• PRES 2013 (Postgraduate Research Experience Survey) indicated that many
students feel a lack of support regarding their training and development
needs.
• Important to engage with the training analysis to identify the training
needs of the researchers within one month of initial registration and then
revise at the start of each year of registration. Must be recorded on PDR.
• Discuss careers with researchers and show an interest and provide
guidance in their development towards achieving their career goals. Refer
to Careers Service if needed.
• 100s of courses available through SDDU and Faculty – encourage
attendance as appropriate.
• Faculty has secured a £98k grant for development of e-learning courses.
Courses expected to start to become available from Easter 2014.
School of Earth and Environment
FACULTY OF ENVIRONMENT
New Transfer process
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6 months: progress monitoring form called ‘First Formal Progress
Report’:
• Researcher asked to provide a review of their progress and asked
whether there are any issues adversely affecting progress; then
• Primary Supervisor comments on whether:
• Progress with research is satisfactory
• Progress with training is satisfactory
• English language ability satisfactory
• Other comments
School of Earth and Environment
FACULTY OF ENVIRONMENT
New Transfer process
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Before the viva: form to be completed called ‘Progress Report: Transfer
stage’ and uploaded onto the PDR for review by examining panel
before the viva:
• Researcher asked to provide a review of their progress and asked
whether there are any issues adversely affecting progress; then
• Primary Supervisor required to:
• Provide a summary of research progress
• Advise whether satisfactory progress with training plan
• Report on English language writing and speaking skills
• Advise whether ethical approval is required
• Advise whether data storage and safeguarding issues are
being properly addressed.
School of Earth and Environment
FACULTY OF ENVIRONMENT
New Transfer process
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At the viva: form to be completed called ‘Joint Report of the Transfer
Assessment Panel’ and handed to Michelle Lesnianski to upload onto
the PDR, once signed. The forms asks for:
• Transfer decision, eg, transfer, deferral, withdrawal
• Confirmation of sight of training plan and progress
• Ethical review requirement/approval
• Data storage compliance
• Report on transfer – comments on:
• Potential for originality
• Evidence of independent critical ability
• Performance of researcher in viva
• Understanding of area of study
• Whether planned work is achievable
School of Earth and Environment
FACULTY OF ENVIRONMENT
New Transfer process
Joint Report of the Transfer Assessment Panel must be
signed by Transfer Examiner, Transfer Chair, and Primary
Supervisor, as a minimum.
All forms available at:
http://www.leeds.ac.uk/rsa/forms/forms_induction.html
And this link is provided through our local PGR webpage:
http://www.see.leeds.ac.uk/current/research-pg/index.htm
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Anticipated for 2014: Formal transfer from Year 2 to Year 3
School of Earth and Environment
FACULTY OF ENVIRONMENT
Unsatisfactory Academic Progress Procedure (UAPP):
• Can take place at any time during the candidature
• Normally identified when researcher has not met
requirements set out under responsibilities of the
researcher in the Code of Practice. Examples include failure
to:
• Provide evidence of satisfactory progress
• Present work to an adequate standard
• Present work to an agreed timescale
• Maintain regular contact with their supervisor(s) and to
attend formal supervision meetings
School of Earth and Environment
FACULTY OF ENVIRONMENT
Unsatisfactory Academic Progress Procedure (UAPP):
• Instigation of the UAPP:
• Initially Supervisor will raise concerns in writing with
researcher
• If no improvement, supervisor brings to attention of PGRT
BUT must first have done the following:
• Supervision panel must have discussed between them
• Provide evidence of written feedback outlining UAP
(warning letter, email, comments on meeting notes)
• Researcher must have had opportunity to raise any
circumstances preventing their progress
School of Earth and Environment
FACULTY OF ENVIRONMENT
Unsatisfactory Academic Progress Procedure (UAPP):
• PGRT decides whether concerns raised are sufficiently
serious for UAPP
• IF immediate improvement to academic performance by
researcher is possible, and researcher has potential of
success in securing their PhD, then UAPP can proceed:
• PGRT writes to researcher inviting them to attend a
meeting to take place within 10 working days
School of Earth and Environment
FACULTY OF ENVIRONMENT
Unsatisfactory Academic Progress Procedure (UAPP):
• PGRT can decide immediate withdrawal of researcher due to
UAP. This option, without instigation of UAPP, will only occur
in the most exceptional of cases. For example:
• Clear evidence of serious concerns about UAP made, in
writing, to student, over prolonged period (4 months or
more)
• Evidence that support mechanisms have been made
available to the student to address concerns
• Satisfactory explanation as to why realistic targets cannot
be set and the student should not be granted a further
opportunity to improve progress under the UAPP.
School of Earth and Environment
FACULTY OF ENVIRONMENT
Unsatisfactory Academic Progress Procedure (UAPP):
• The initial meeting for UAPP:
• Normally includes PGRT, primary supervisor and researcher who may
be accompanied by a supporter, to:
• Advise the student about their UAP
• Reassure student that purpose is to identify ways to address the
supervisors’ concerns and support their future progress
• Give researcher opportunity to raise any mitigating
circumstances
• Set clear, realistic and measurable targets
• Identify training needs and support mechanisms
• Explain how set targets will be assessed
• Evaluation of work must be done by at least one supervisor and
one independent assessor
School of Earth and Environment
FACULTY OF ENVIRONMENT
Unsatisfactory Academic Progress Procedure (UAPP):
• The initial meeting for UAPP:
• Set the date for the final review meeting, which should be:
• Between 2-3 months for FT researchers
• Between 3-5 months for PT researchers
(At least one formal supervisory meeting must have taken place
and be recorded before the final review meeting
NB: (a) Where UAPP is instigated before the Transfer viva, and where the
timescale does not allow UAPP to conclude, no final review meeting
necessary. The formal Transfer stage will provide the outcome.
(b) If student does not attend review meeting, the meeting must still go
ahead, as scheduled.
School of Earth and Environment
FACULTY OF ENVIRONMENT
UAPP and Appeals
Essential that supervisors engage with the PDR so that
there is a record of feedback to researchers. This helps
with UAPP and Appeals.
Consideration of research student appeals and
complaints continues to identify examples of inadequate
record keeping. Appeals/complaints are difficult to
defend where record keeping is inadequate.