Postgraduate Administrative Arrangements

Brief for Supervisors

Rick Kiralfy

Head of the College Postgraduate Office

1st Floor David Hume Tower

George Square

Management Information Flow Key Admin Processes University Level Support Useful References Reminder “Do’s and Don’ts”

The timelines shown in the presentation refer to full-time PhD study, and are different for MPhil or part-time study

Format….

•The University has a Senatus PG Studies Committee structure

•Each College has a Dean of PG Studies, a College PG Studies Committee, and a PG Office

•Each School has a PG Director and a School PG structure

Senate PGSC

College PGSC

School PGS

x3

x11

Your School admin focus is through your PG Office, but the College PG Office is also here to help

Re

gul

atio

ns &

Gui

dan

ce

Issu

es a

nd

Pro

po

sals

Regulations? Guidance?

“Playing Space”

Regs RegsGuidance

Mandatory MandatoryDiscretionary

• Regulations tell us what is required – no discretion• inc: DRPS, Exam Regulations

• Guidance inform us about best practice based on experience

AdmissionsApplications come via EUCLID

Communication with student is electronic

At least one supervisor appointed pre-offer2nd no later than 2 months in

Nurturing during lead-up to matriculation

Induction phase very important

The applicant phase is the start of getting to know your student

Interruptions/Extensions Interruptions “stop the clock”; fees “stop” too

Extensions add extra time; extra fee

Both require a case to be made, with evidenceCannot be made retrospective IoS cumulative maximum for PhD is 60 monthsApproval authority: College PG Dean ONLYRequest does NOT equal automatic approval

Must have Research Council support if applicable

Be alert to your student’s potential lack of progress in good time. Get students to keep you in the picture. Monitor and document progress.

Leave of Absence Leave = work away, NOT a holiday!

Students to be in Edinburgh during PPoS, unless granted leave; PG Director can recommend up to 15 months

Supervisor applies on student’s behalf

Appropriate supervision/facilities must be available to the student whilst on leave

Tell the College Office (standard form), as we need to confirm to student and to Registry

Be alert to absence of student from Edinburgh

Withdrawals/Terminations Supervisor can apply on student’s behalf:

Reason for withdrawal must be given

Independent letter from student will be sought if not provided

If as a result of student deciding career choice was wrong, best if happens in first year

Initiated by College Office when:Student has gone away (ie no contact), fails to submit,

fails to make corrections, or fails to resubmit

Be alert to lack of expected contact, try to get in touch, tell PG Director and College if none forthcoming

Annual Reports Done towards end of 1st, 2nd and 3rd year

Timeliness is essential

Need to identify: Whether on track or with shortfalls

Plan way ahead

Comment on shortfalls mentioned in previous report

Tell the student - feedback

Timely annual reports are vital to monitoring progress and managing remedial actions.

Writing Up Year – The Thesis Expectation is that student will submit well before the 12 month point

Student should aim to complete in 3 years, but with the 4th year being a contingency period

Supervisor must keep in contact Arrange how, before writing up period starts

NITS Before submitting, student should consult with supervisor about adequacy of

thesis, BUT this is not compulsory

Student tells college 2 months before submission

College initiates getting examiners and sending thesis.

Head of school nominates examiners, in consultation with supervisors (1 Internal, 1 External

Encourage student to submit thesis on time

Examination Student has no right to veto examiners

Examiners review thesis (Part 1 report); and then conduct Viva (Part 2 report)

Internal examiner usually makes arrangements for oral Supervisor(s) can attend oral as ‘observer’ if student agrees Non-Examining Chair preferred College exam committee decides result Student and supervisor informed

College authorises exam result. Do not assume viva recommendations will be final

Appeals and Complaints Students may appeal when they:-

Alert UoE about personal difficulties previously not known Feel they lacked the resources to complete the project Feel they have had inadequate supervision Feel they were not fairly examined

Students may complain when they:- Would otherwise appeal, but lack the grounds Miss milestones, fall behind and submit poor work Fall out with their supervisor Have a grievance (eg plagiarism) Have paid money but not got a degree

This does not mean that all students must pass, but supervisors must demonstrate due diligence and schools must provide appropriate resources

University Level Support:

Disability OfficeCareersChaplaincyHealth ServiceInternational OfficeScholarships & Student Finance OfficeStudent’s Association (EUSA)Advice PlaceStudent Counselling

PGR SUPERVISOR DO’s and Don’ts

Please see Handout

These tips help you to help

the student, and help both of you to steer away from problem areas

Guide to PG Administration

Essential information is on the webHard to know where they areIndexed College “links” Page

Alphabetical orderEasy to navigate, links to “Golden Copy”Routine updatesCan add topics quickly

Available from PG Office Home Page

http://www.hss.ed.ac.uk/Postgraduate/infostaff/PraticalGuide/guide.html#c

Click Here

Click Here

Click on theLinks as required

Click on letter to go there

The Last Word

Although your first point of contact will usually be your own school PG Office, please seek our advice

when you need to

The College PG Office is here to help

College PG Office Web Page: www.hss.ed.ac.uk/Postgraduate/

PG Admin Index Page: http://www.hss.ed.ac.uk/Postgraduate/infostaff/PraticalGuide/guide.html