1. School of Earth and Environment FACULTY OF ENVIRONMENT Postgraduate Research Administration Today’s meeting: Part 1 (1pm): PhD supervision and administration: Introduction to PGR Admin Monitoring current PGRs Funding opportunities for PGRs Process for advertising projects/admissions Part 2 (2pm): Changes and developments

2. School of Earth and Environment FACULTY OF ENVIRONMENT Part 1: Introduction to Postgraduate Research Administration Postgraduate Research Administration Staff: PGR Tutor:Sebastian Rost Deputy Tutor:Caroline Peacock Julia Steinberger (SRI only) Administrator:Michelle Lesnianski Admissions (PT):Angela Gardner

3. School of Earth and Environment FACULTY OF ENVIRONMENT Postgraduate Research Administration PGR Representatives: ESSI:Katherine Doyle IAG:Matt Grimshaw, David Price ICAS:Jonathan Pennells IGT: George Taylor SRI: Tom Smith, Lina Brand Correa

4. School of Earth and Environment FACULTY OF ENVIRONMENT Postgraduate Research Administration What we do: Enquiries Admissions (over 500pa) and marketing/web and conversion Scholarships Registration and Induction Attendance monitoring and progression (currently ~230 PGRs of which ~40% non-UK): PDR monitoring Suspensions/extensions PGR support/Drop-in sessions Fees/stipend payments Contracts (CASE awards) Examination Complaints/appeals

5. School of Earth and Environment FACULTY OF ENVIRONMENT Postgraduate Research Administration Involves interaction with: Potential postgraduate researchers Current Postgraduate researchers Academic and Research staff University Postgraduate Research and Operations (admissions and progression) University Postgraduate Scholarships Office International Office Research and Innovation Service Language Centre Head of School (complaints/appeals) Faculty Finance (PGR payments/RTSG matters/bursaries) Involves contributions to: Integrated Planning Exercise (IPE) Student Academic Education Review (SAER) Postgraduate Research Experience Survey (PRES) Research Excellence Framework (REF)

6. School of Earth and Environment FACULTY OF ENVIRONMENT Publications Faculty of Environment Protocol University Guide for Research Degree Supervisors University Ordinances and Regulations and Programmes of Study for Research Degrees University Research Student Handbook Most information available on-line via: http://ses.leeds.ac.uk/info/22173/research_degree-related_policies/674/research_degree_candidatures_code_of_practice http://ses.leeds.ac.uk/info/22173/research_degree-related_policies/772/research_degree_supervisors http://ses.leeds.ac.uk/info/22168/student_support-related_policies/646/ordinances http://ses.leeds.ac.uk/info/22172/research_degrees/1030/regulations_codes_policies_and_procedures_for_postgraduate_research

7. 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 organized at School level. Director of Postgraduate Research Studies for Environment Faculty Graduate School is Jouni Paavola and Faculty Co-ordinator is Michelle Lesnianski.

8. School of Earth and Environment FACULTY OF ENVIRONMENT Supervising Current PGRs School Supervision Model: Co-supervision model - one supervisor identified as primary 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 for more than 3 years to successful completion is minimum of 0.5 FTE has undertaken SDDU course for supervisors (see link below) Supervisor eligibility : http://ses.leeds.ac.uk/info/22173/research_degree-related_policies/737/research_degree_supervision_eligibility http://ses.leeds.ac.uk/info/22173/research_degree-related_policies/737/research_degree_supervision_eligibility SDDU Courses: http://www.sddu.leeds.ac.uk/research-innovation/research-development-for-academic-staff/postgraduate-research-student-supervision/http://www.sddu.leeds.ac.uk/research-innovation/research-development-for-academic-staff/postgraduate-research-student-supervision/

9. School of Earth and Environment FACULTY OF ENVIRONMENT Supervising Current PGRs 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. Regular spot-checks done.

10. School of Earth and Environment FACULTY OF ENVIRONMENT Supervising Current PGRs PDR (Postgraduate Development Record) www.pdr.leeds.ac.uk Phase II development underway Development of 12 work packages expected to be completed by December 2015 Look and feel of PDR changing significantly and incorporating 4G PDR spot-checked for compliance PDR expected to assist improvement of submission rates and your engagement is vital to support this aim.

11. School of Earth and Environment FACULTY OF ENVIRONMENT Supervising Current PGRs Progression meeting monitoring to include all supervisors… Month 1: All supervisors meet with PGR to undertake training analysis and complete on-line training plan – include publications strategy in training analysis each year 6 months (or 9 months for PT): PGR produces report and both PGR/Supervisors complete First Formal Progress Report. 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 within 12 months (FT)/18-24 months (PT).

12. School of Earth and Environment FACULTY OF ENVIRONMENT Supervising Current PGRs Progression Review 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 ‘Provisional’ 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 or publication. Annual meetings: for part-time PGRs (9 months, 18- 24months (Transfer), 33 months, 45 months, 57 months)

13. School of Earth and Environment FACULTY OF ENVIRONMENT Supervising Current PGRs Supervision meetings….. We expect PGRs will meet with supervisors regularly and always have reasonable access. Establishing a pattern of scheduled meetings is recommended. Important: Supervisors to advise PGRA if a researcher has not attended within past month when expected to do so (ie, not on suspension, holiday, etc). PGRT will then write to candidate seeking explanation. University regulations require that 10 of these meetings lead to a formal written report (minimum standards, problems in the past…) – 5 for part-time PGRs and keep an eye on this in line with part-time fees. PGRs and supervisors should complete the on-line PDR together, agreeing content. 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.

14. School of Earth and Environment FACULTY OF ENVIRONMENT Vivas Transfers/upgrades: Stage 1: First Formal Progress Report (6 month FT/9 months PT) - PGR produces ~2000 word academic report and PGR and Supervisor write summary of progress together. Recommend that Transfer Examiner, Transfer Panel, and date of viva agreed at this stage and this information given to Michelle who will update PDR to enable Transfer Panel access to the transfer report on the PDR, once it is uploaded by the PGR. Stage 2: Progress Report: Transfer Stage – form to be completed by PGR and then supervisor BEFORE viva and uploaded onto PDR by candidate, so that Transfer Panel has a summary of progress leading up to the Transfer, including any issues which have been raised/ongoing/overcome. Stage 3: Joint Report of the Transfer Assessment Panel - form must be completed and signed and handed to Michelle who will upload the decision onto PDR so that the University can access it and formally approve and record the decision.

15. School of Earth and Environment FACULTY OF ENVIRONMENT Vivas PhD vivas: Exam entry form to be submitted to School PGRA 3 months before thesis submission. Internal Examiner to advise School PGRA of the viva date. Preliminary and examiners recommendation to be passed to School PGRA to get authorised and then sent to the University for approval by Graduate Board. 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 funding sources for higher costs.

16. 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

17. 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

18. 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

19. 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 PGR appeals and complaints continues to identify examples of inadequate record keeping. Appeals/complaints are difficult to defend where record keeping is inadequate. Appeals are heavily resourced and so expensive.

20. School of Earth and Environment FACULTY OF ENVIRONMENT Finances…Research Training and Support Grants (RTSG) PGRs normally have their own RTSG account. They can spend this money on relevant research costs with the agreement of supervisor. Exception – researchers supported by a grant (normally ‘RG’ account code) are expected to have RTSG funds available within that grant and PGRs will spend directly from that grant with supervisor’s authorisation. The account normally* contains: £750pa ‘RTSG’ (FT PGR)/£250pa PT PGR); or Other funds from sponsor where applicable (eg, bench fee, conference, CASE) 1 st Year PGRs are asked to fill in a ‘Postgraduate Funding Form’ from Faculty Finance Office to open account and, where possible, to itemise all expected funding. Make sure they do this. * ESRC DTC PGRs receive ~£666pa but can apply to WR DTC for additional funds when calls are made throughout the year.

21. School of Earth and Environment FACULTY OF ENVIRONMENT Funding opportunities for research degree study… SEE expects to recruit ~60 PGRs 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 to these applicants.

22. School of Earth and Environment FACULTY OF ENVIRONMENT Funding opportunities for studentships… Research Councils NERC:DTP (Doctoral Training Partnership) – Around 14 awards for SEE. Industrial CASE – supervisor applies for these and chooses candidate. 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 Transport Studies CDT in Fluid Dynamics NERC Large Grants: 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 when possible.

23. School of Earth and Environment FACULTY OF ENVIRONMENT Funding opportunities for studentships… Research Councils Note that in future, RCUK will collect and display PhD project information in the RCUK Gateway to Research and other publicly available databases. Gateway to Research is a web-based portal that publishes information about funded research that can assist businesses and other interested parties to identify potential partners in research organisations to develop and commercialise knowledge, thereby increasing the impact of publicly funded research. It provides better access for the research community, business and the public to information on research funded by RCUK. Data may include: PGR name (from 2015 onwards) Name of project partner organisations and supervisors Project titles and topics Project summaries Registration and expected submission dates Numbers of PGRs in particular regions, universities or departments Aggregated information regarding demographics, student numbers, stipend levels, qualifications, age at start, previous degrees

24. School of Earth and Environment FACULTY OF ENVIRONMENT Funding opportunities for studentships… Competitive University Scholarships (128LARS, URS, Endowed) Very competitive and not too many available Needs excellent candidates with supervisor helping with application Generally candidate applies – deadlines: 128 Leeds Anniversary Research Scholarships (128LARS) (Home/EU AND International): Jan/Mar/Jun 2016-TBC (7-10 Faculty awards) University Research Scholarship (URS)(Home/EU): March 2016 (~2 per faculty) CSC-Leeds Partnership (China): January 2016 (~10 awards/University) Endowed Scholarships (UK): June 2016 (normally 2 or 3 awards/University) Once applications received – School selects which to put forward to University/Faculty. Faculty Scholarships Summary will be published November/December 2016

25. School of Earth and Environment FACULTY OF ENVIRONMENT Advertising PhD projects… To attract candidates we need to advertise a range of exciting projects: Main place to advertise projects is on the PGR web pages (Michelle organizes): http://www.see.leeds.ac.uk/admissions-and-study/research-degrees/ November is normally when people are looking for interesting PhD topics and so when we aim to get projects advertised – NERC DTP management committee screens all projects before they go on the web – looking for clear potential for the project to yield 4* outputs ESRC White Rose DTC – projects normally proposed by candidate Clearly, the projects listed are not exclusive – Good candidates 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)

26. School of Earth and Environment FACULTY OF ENVIRONMENT Applications for PhD Projects… PGRO 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 normally February/March Staff who hold funded studentships (eg, project/NERC Industrial CASE etc) can select their own candidate. A minimum of two interviewers/assessors is recommended including both gender representation where possible.

27. School of Earth and Environment FACULTY OF ENVIRONMENT Notes for PhD recruitment… Attracting high quality PGRs All applicants must make an on-line study application to the University 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.

28. School of Earth and Environment FACULTY OF ENVIRONMENT Final Comments PGRs are very important to the School – a key part of our research. We want to give PGRs the best possible experience, training and environment. This often helps with future recruitment/marketing (word of mouth). PRES undertaken every two years (Postgraduate Research Experience Survey). 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 School intranet web page: http://www.see.leeds.ac.uk/current/research-pg/index.htmhttp://www.see.leeds.ac.uk/current/research-pg/index.htm

29. School of Earth and Environment FACULTY OF ENVIRONMENT Part 2: Changes and developments Today’s forum covers: Alternative format of thesis Transfer for Year 2, Year 3, and beyond PRES 2015 results PDR Submission Statistics Code of Conduct for PGR supervision Scholarships

30. School of Earth and Environment FACULTY OF ENVIRONMENT Alternative format of thesis: Optional alternative format of thesis now available; ‘standard’ thesis is expected to be the norm Exam entry form submission is when University notified of this choice of format, but this choice of format should be discussed sufficiently early between PGR/Supervisors to fully align research with chosen thesis format PGR must be sole, lead, first or primary author of manuscripts Minimum of 3 manuscripts written for peer-reviewed academic journals – no maximum (but keep within overall thesis length guidelines)

31. School of Earth and Environment FACULTY OF ENVIRONMENT Alternative format of thesis : Format/layout: o Introductory section describing the context of the research, rationale of the investigation, and methodology: 15,000 words maximum containing its own list of references o Minimum requirement: 3 journal manuscripts: one accepted, one submitted with favourable comments, one close to being submitted o Discussion and Conclusions section supporting the manuscripts and linking them together and then indicating directions for future work: 10,000 words maximum containing its own references

32. School of Earth and Environment FACULTY OF ENVIRONMENT Alternative format of thesis– key features: Page numbering should be sequential and in some cases some pages may include two page numbers: the actual publication page number and the PhD thesis page number This alternative format of thesis must adhere to the normal/standard page/word count (ie, maximum of 100,000 words/300 pages) The work must constitute a continuous body of work, rather than a series of disconnected publications Faculty of Environment is operating the pilot for this alternative thesis format Full details on PGR intranet page

33. School of Earth and Environment FACULTY OF ENVIRONMENT Transfer for Year 2, Year 3, and beyond: New for October 2015 Formal Annual Progression Review Meetings to take place with full supervision panel (no independent assessor). Report must be signed by supervisors and candidate Report must be formally signed off by school review committee (PGRT and Deputy) Meetings should be held at 21 months, 33 months, 45 months (SS/PT), 57 months (SS/PT), ie, well before candidate’s registration month. New forms for this are expected to be introduced on PDR soon

34. School of Earth and Environment FACULTY OF ENVIRONMENT PRES: Postgraduate Research Experience Survey undertaken every two years by over 100 UK universities including most of Russell Group Survey includes a few questions in 7 areas: supervision, resources, research culture, progress and assessment, responsibilities, research skills, professional development, PLUS some specific Leeds questions agreed by the University. Response rate for 2015: SEE 41% (91)and University 44% (1472).

35. School of Earth and Environment FACULTY OF ENVIRONMENT PRES: SEE received high scores (85% or more agreed to statement posed) in 5 out of 7 categories: supervision, resources, progress and assessment, responsibilities, research skills. SEE received good scores (75-84% agreed) in research culture and professional development. SEE exceeded or equalled the University average in all 7 categories. SEE exceeded or equalled the Russell Group average in all 7 categories.

36. School of Earth and Environment FACULTY OF ENVIRONMENT PRES: SEE scored 91% for PGR overall satisfaction – higher than University average (85%) and Russell Group average (83%) SEE scored 89% for PGR confidence in completing their research degrees within the expected timescales – higher than the University average (82%) and the Russell Group average (81%)

37. School of Earth and Environment FACULTY OF ENVIRONMENT PRES – work to do and action plan to be developed: The SEE Leeds specific questions scored less well (although in most cases, in line with University average). SEE has work to do on some of these Leeds specific areas: More awareness of H&S at work (75% agreed statement) Useful feedback from supervisor on the PDR (33%) – University average was 53% Sufficient guidance and preparation for final viva (60%) Ethical requirements for research (73%) Support and guidance for career development (42%) – University average was 46%

38. School of Earth and Environment FACULTY OF ENVIRONMENT PhD Submissions (latest figures): for FT PhDs who commenced study between Nov2009-Oct2010 Faculty Environemnt Not submitting in 4 Yrs as a FT PhD student Department WithdrewReturnedSubmit% submit Suspension s%Extensions%Withdrew/Transfer toTransfer% not submit in Year 1in Year 2in 4yrsin 4 Yearsof study Suspension sof studyExtensionsdid not subMPhil or PTUnias FT PhD Earth & Environment1412458.5%512.2%717.1%2 12 12.2% Geography1151066.7%213.3%2 0 01 6.7% Transport Studies012866.7%18.3%325.0%0000.0% Faculty Total2684261.8%811.8%1217.6%2138.8% Notes: Environment: Extension figures include 2 extensions for RC approved placements; suspensions include 1 RC approved placement

39. School of Earth and Environment FACULTY OF ENVIRONMENT PhD Submission figures: Suggested ways to improve our thesis submission statistics: Better PDR monitoring meeting minimum standards Regular, scheduled supervision meetings will assist in keeping PGRs on track and identify problems earlier Aim for submission nearer 3 years mark from outset, as opposed to 4 years, and ensure project achievable in timeframe Publication plan from outset Alternative thesis format reduced PhD time by up to 6 months in some instances (Stock & Siegfried 2013)

40. School of Earth and Environment FACULTY OF ENVIRONMENT Code of Professional Standard for Supervision of Postgraduate Researchers Supervision a)Full-time PGRs will receive a minimum of 10 supervision meetings throughout the year not including the formal progression meetings (eg, 6-months, transfer, 21- months, 33 months). Part-time and Split-Site candidates will receive a minimum of 5 supervision meetings per year, not including annual formal progression meetings; b)These meetings must be recorded on the Postgraduate Development Record (PDR) and must provide meaningful feedback to the candidate concerning the meeting; c)These meetings should be pre-arranged (usually face-to-face) and should be scheduled to last for at least an hour. The meetings should allow for an in-depth discussion of research ideas and progress; d)SEE normally requires a minimum of two Leeds supervisors for each PGR; e)In circumstances where supervisors leave the University they must ensure that the PGRT (or PGR administrative staff) is notified so that the supervision arrangements can be discussed; f)The responsibilities of supervisors are laid out in Section 4.3 of the Code of Practice for Research Degree Candidates at the University of Leeds: http://www.leeds.ac.uk/rsa/assets/pdfs/Policies/Code_of_Practice_RDC_2014-15.pdfhttp://www.leeds.ac.uk/rsa/assets/pdfs/Policies/Code_of_Practice_RDC_2014-15.pdf.

41. School of Earth and Environment FACULTY OF ENVIRONMENT Feedback a)PGRs can expect timely feedback on written work; b)The timescales should depend on the length of the written work with feedback on short pieces (eg, reports, literature review, thesis chapters) expected within 10 working days and with feedback on longer pieces (eg, thesis) being provided to the candidate within six weeks (or pro rata for part-time staff); c)Where the above timelines are not possible an alternative deadline that does not hinder the candidate’s progress should be agreed. Training a)In discussion with the PGR, the supervisors will identify and define training needs at least at the beginning of each year of study (within one month of the candidate’s registration). b)The training plan must be uploaded to the PDR at the beginning of each year of study. c)Supervisors should discuss options to support the school’s Undergraduate and Master programmes through demonstrating roles. d)Supervisors and PGR should explore options for internships or practical experience during the time of study. Publications a)Supervisors should encourage and support the PGR in publishing their research results in relevant outlets during their candidature; b)Supervisors and PGRs agree to the SEE guidance on authorship of publications published on the School’s research pages http://www.see.leeds.ac.uk/fileadmin/Documents/Internal/Staff/SEE_Authorship_Guidance.d ocx

42. School of Earth and Environment FACULTY OF ENVIRONMENT Research Impact a)Supervisors should encourage the PGR to present their work at relevant local, national and international conferences/workshops; b)Supervisor should encourage the PGR to be an active member of the relevant research groups and to attend relevant seminars and meetings. Examination a)Supervisors should support the PGR with the preparation for the final oral examination by identifying suitable internal and external examiners early and by submitting the exam entry form no later than 3 months before the expected thesis submission; b)Supervisors should discuss the option of alternative thesis submission well in advance of the completion of the exam entry form. c)Supervisors should offer the PGR the opportunity of a mock viva. Pastoral Care a)Supervisors should inform the PGRT or the PGR administrative staff if they have any concerns related to the PGR’s progress or wellbeing.

43. School of Earth and Environment FACULTY OF ENVIRONMENT Scholarships: Changes for 2016: No longer: Leeds International Research Scholarship (LIRS) for international candidates 110 University of Leeds Anniversary Research Scholarships for Home/EU

44. School of Earth and Environment FACULTY OF ENVIRONMENT Scholarships: Changes for 2016: NEW: 128 Leeds Anniversary Research Scholarships (128 because there will be a total of 128 awards). Faculty quotas in accordance with the PGR cohort size 15 for Faculty of Environment Home/EU awards on a 50/50 matched funding basis International awards: University pays stipend; external source pays fees (currently £17,500pa) Faculty to decide its marketing strategy within next few weeks – further information to come

45. School of Earth and Environment FACULTY OF ENVIRONMENT Questions?