Postgraduate Research Administration

Postgraduate Research Administration
School of Earth and Environment FACULTY OF ENVIRONMENT Postgraduate Research Administration Today’s meeting: Part 1: PhD supervision and administration Introduction to PGR Admin Monitoring current PGRs Funding opportunities for PGRs Process for advertising projects/admissions Lunch at 1.15pm (just outside this room) Part 2 (2pm): Changes and developments Finish at 2.30pm

School of Earth and Environment FACULTY OF ENVIRONMENT Part 1: Introduction to Postgraduate Research Administration School PGR team: Tutor: Sebastian Rost Deputy Tutors: Caroline Peacock Julia Steinberger (SRI only) Administrator: Michelle Lesnianski Admissions (PT): Angela Gardner Graduate School Office 9.01 SCR

School of Earth and Environment FACULTY OF ENVIRONMENT Postgraduate Research Administration PGR Representatives: ESSI: Hannah Foster IAG: Matt Grimshaw, David Price ICAS: Jonathan Pennells IGT: George Taylor, Ben Allen SRI: Lina Brand Correa, Imogen Rattle, Suzana Matoh Faculty Graduate School Committee, Institute groups, induction, etc. Some of the above representatives may change in coming months.

Postgraduate Research Administration For information:
School of Earth and Environment FACULTY OF ENVIRONMENT Postgraduate Research Administration For information: Environment 2nd highest number of applications in University (handles over 900 applications pa (~750 in SEE)) SEE is 3rd largest departmental cohort in University ( /39 Schools) ~260 PGRs registered in SEE 35 ESSI 37 IGT 70 IAG 57 ICAS 60 SRI ~40% of cohort non-UK Around 100 academic and research staff supervising PGRs Referred to as PGRs and classed as early-career researchers

Postgraduate Research Administration What we do:
School of Earth and Environment FACULTY OF ENVIRONMENT Postgraduate Research Administration What we do: Enquiries Applications, admissions, marketing/web and conversion Scholarships Registration and Induction Attendance monitoring and progression: PDR/GRAD progression monitoring Suspensions/extensions PGR pastoral support/Drop-in sessions Fees/stipend/CASE award payments Contracts (CASE awards) Examinations Complaints/appeals

School of Earth and Environment FACULTY OF ENVIRONMENT Postgraduate Research Administration Involves interaction with: Potential and current PGRs Academic and Research staff Postgraduate Research and Operations Postgraduate Scholarships Office International Office Research and Innovation Service (RIS) Language Centre Finance – Faculty, Fees, Funding (PGR payments/RTSG matters/bursaries) Head of School (complaints/appeals) Involves contributions to: Integrated Planning Exercise (IPE) Postgraduate Research Experience Survey (PRES) Research Excellence Framework (REF)

Publications 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: Or through our local PGR resources web page

Programmes of Study and Audit Group (PSAG)
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 across the University is regulated by Graduate Board Some ‘unitary’ faculties (eg, Biological Sciences) organize all PGR administration at the Graduate School level Environment is a ‘federal’ Faculty. PGR organized at School level. Director of Postgraduate Research Studies for Environment Faculty Graduate School is Pippa Chapman (Geography) and Graduate School Manager is Michelle Lesnianski.

Supervising Current PGRs
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: SDDU Courses:

School of Earth and Environment FACULTY OF ENVIRONMENT Supervising Current PGRs All ‘administration’ should only help serve the fundamental aim of ensuring our PGRs have the best possible support for their work ALL PROGRESS MONITORING DONE ON-LINE GRAD: Graduate Record of Achievement and Development (GRAD) Very important to engage with the GRAD: Appeals/complaints difficult to defend where record keeping is inadequate. Regular spot-checks done.

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): PhD candidate produces report and both PGR/Supervisors complete First Formal Progress Report; agree Transfer arrangements and get date in diaries – aim is to ensure clear pathway to transfer within 12 months (FT)/18-24 months (PT).

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 Annual Progression Review (APR) meetings: annual meetings for all candidates to include completion of APR form and academic report/publication/draft chapter, plan for completion, thesis outline (final year).

Supervising Current PGRs Supervision meetings…..
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 record (minimum standards, problems in the past…) – 6 for part-time PGRs and keep an eye on this in line with part-time fees. There should be a gap of no more than 8 weeks in the reporting for FT and 12 weeks for PT. PGRs and supervisors should complete the on-line forms together, agreeing content. Supervisor has final agreement of meeting by approving the meeting. This process might seem overly bureaucratic but we must do it. It can be implemented in as effortlessly a way as you wish.

Vivas School of Earth and Environment Transfers/upgrades:
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 Panel and date of viva agreed at this stage. Stage 2: Joint Report of the Transfer Assessment Panel – on-line form to be completed and submitted for approval.

Vivas School of Earth and Environment Final degree vivas:
FACULTY OF ENVIRONMENT Vivas Final degree vivas: Exam entry form to be submitted at least 3 months before thesis submission (same form for all degrees). 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 (must be less than £90); and reasonable hosting/subsistence costs (eg, £10pp lunch, £25pp dinner). Supervisor must normally find alternative funding sources for higher travel costs.

Alternative format (AF) thesis
School of Earth and Environment FACULTY OF ENVIRONMENT Alternative format (AF) thesis Optional AF thesis available since October last year; ‘standard’ thesis is expected to be the norm Exam entry form submission is when University notified of this choice of format for each candidate, but AF 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

Alternative format of thesis Format/layout:
School of Earth and Environment FACULTY OF ENVIRONMENT Alternative format of thesis Format/layout: Introductory section describing the context of the research, rationale of the investigation, and methodology: 15,000 words maximum containing its own list of references Minimum requirement: 3 journal manuscripts: one accepted, one invited to revise and resubmit or potential acceptance subject to major revisions, one formatted and close to being submitted Discussion and Conclusions section supporting the manuscripts and linking them together and then indicating directions for future work: 10,000 words maximum including own references

Alternative format of thesis
School of Earth and Environment FACULTY OF ENVIRONMENT Alternative format of thesis 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 AF thesis must adhere to the 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 only Faculty operating AF thesis at Leeds

Unsatisfactory Academic Progress Procedure (UAPP):
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, , 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 UAPP should be viewed as a positive process to assist PGR in completing their degree.

Appeals are heavily resourced and so expensive.
School of Earth and Environment FACULTY OF ENVIRONMENT UAPP and Appeals Essential that supervisors engage with the GRAD 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.

Finances…Research Training and Support Grants (RTSG)
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) 1st 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.

Funding opportunities for research degree study…
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 ~1-2%), employer, scholarship from home country. Everyone (potential supervisor, PGRA, PGRT) needs to be responding quickly to these applicants.

Funding opportunities for studentships… Research Councils
School of Earth and Environment FACULTY OF ENVIRONMENT Funding opportunities for studentships… Research Councils NERC DTP (Doctoral Training Partnership) – 28 awards pa across DTP. Industrial CASE – supervisor applies for these and chooses candidate. ESRC White Rose DTP – 38 awards pa across DTP under new scheme commencing Likely to be awarded on academic merit of candidate rather than on quota system. Datastreams CDT – 16 awards pa across DTP under new scheme from Other 3 participating institutions are Manchester, Liverpool, Sheffield. 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 PGRs. Gives supervisor control of the process. PIs are encouraged to include a studentship(s) in grant proposals whenever possible.

Funding opportunities for studentships… Research Councils – to note:
School of Earth and Environment FACULTY OF ENVIRONMENT Funding opportunities for studentships… Research Councils – to note: RCUK will collects and displays PhD project information in the RCUK Gateway to Research and other publicly available databases. 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 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.

Funding opportunities for studentships…
School of Earth and Environment FACULTY OF ENVIRONMENT Funding opportunities for studentships… Competitive University Scholarships Very competitive and not too many available Needs excellent candidates with supervisor helping with application Generally candidate applies – awards and deadlines yet to be announced – example of last year: LARS (Leeds Anniversary Research Scholarships) (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.

Advertising PhD projects…
School of Earth and Environment FACULTY OF ENVIRONMENT Advertising PhD projects… To attract candidates we need to advertise a range of exciting projects with exciting titles: Main place to advertise projects is on the PGR web pages (Michelle organizes) November is normally when people start looking for PhD topics and so when we aim to get projects advertised – NERC DTP management committee screens projects before they go on the web (with clear potential for the project to yield 4* outputs) ESRC White Rose DTP – 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 Funded projects can be advertised on FindaPhD

Applications for PhD Projects…
School of Earth and Environment FACULTY OF ENVIRONMENT Applications for PhD Projects… PGRA will send out s 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.

Notes for PhD recruitment…
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’! Our web pages must be found in searches and be included on all key lists.

School intranet web page:
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:

School of Earth and Environment
FACULTY OF ENVIRONMENT LUNCH

Part 2: Changes and developments
School of Earth and Environment FACULTY OF ENVIRONMENT Part 2: Changes and developments Today’s forum covers: GRAD Changes to Transfer process Alternative format of thesis - update Disabilities Support – new framework CDTs and Scholarships PGR Review Doctoral College

GRAD Graduate Record of Achievement and Development Replaces PDR
School of Earth and Environment FACULTY OF ENVIRONMENT GRAD Graduate Record of Achievement and Development Replaces PDR From September for new PGRs From November for returning PGRs Off-the-shelf product from Haplo-platform.co.uk Candidature details automatically feed from BANNER (university student information system) Used by other universities and bespoke for Leeds Intuitive system (no training needed)

GRAD Features: Integrated progression forms
School of Earth and Environment FACULTY OF ENVIRONMENT GRAD Features: Integrated progression forms Integrated approvals system (replaces signatures) Integrated exam entry form Thesis submission facility (2 soft-bound copies also needed) Supervision and examining experience of staff at Leeds Internal examiner to enter date of viva into GRAD Corrected thesis following viva uploaded for checking ‘Tasks’ button for users on the dashboard PGR or supervisors can initiate meeting

FACULTY OF ENVIRONMENT GRAD Features: Supervisors can record concerns and PGRT is ed automatically Extension and suspension requests Change of study location (for any Tier 4 visa sponsored candidate who is going on overseas fieldwork for 4+ weeks) Change of supervisor (initiated by PGRA or supervisor) External supervisors will need to request ISS username before they can be manually added to GRAD

Changes to Transfer process
School of Earth and Environment FACULTY OF ENVIRONMENT Changes to Transfer process Requirements becoming more rigorous in line with other universities. Planned for January 2017: To be managed on-line via GRAD Supervisor can continue to sit in on transfers but cannot contribute to the decision-making for the transfer Transfer Examiner (Independent Assessor/expert) Separate Transfer Chair (experienced/QA role) – anyone from Sole Supervisor List to be published on PGR web page

Alternative format of thesis – update:
School of Earth and Environment FACULTY OF ENVIRONMENT Alternative format of thesis – update: If an internal examiner has acted in this capacity for an AF thesis at Leeds – no Independent Chair is needed BUT must ensure that we do not reuse examiners excessively for this reason alone During the last 12 months, 14 candidates in SEE have been awarded under this scheme: 3 ESSI 3 IGT 5 ICAS 3 SRI 3 candidates awarded with Research Excellence – standard very high 4 more currently planned in SEE Environment is currently the only faculty providing AF option

DSA (Disabilities) Support:
School of Earth and Environment FACULTY OF ENVIRONMENT DSA (Disabilities) Support: New framework expected for 2016/17 outlining reasonable adjustments for PGR assessment points. PGR support quite different to other cohorts. Increasingly PGRs are being assessed for Disabilities support Contact DSA at any time during candidature – either referring candidate or by supervisor Faculty DSA can be invited to join a supervision meeting to discuss DSA support and processes, if preferred Two assessment points identified as: transfer and final viva Identify requirements early so that any support can be provided for assessment – 3-6 months before assessment

School of Earth and Environment FACULTY OF ENVIRONMENT DSA (Disabilities) Support: Some examples of readjustments classed as standard good practice (not requiring University approval): Use of succinct, focussed questions – avoid use of multi- part questions Allow time for candidate to think about question Repeat, re-phrase, or clarify the question as needed Allow candidate to consult thesis Additional breaks during viva

School of Earth and Environment FACULTY OF ENVIRONMENT DSA (Disabilities) Support: Other examples of routine adjustments (not requiring University approval): Pre-scheduled breaks at regular intervals or opportunity to request breaks Advance briefing for examiners on the particular nature of disability (explain communication and thinking style) PGR providing presentation to the examiners at start of viva Attention to requirements needed for room booking Providing materials in alternative formats PGR afforded time to write down questions posed by examiners Use of British Sign Language interpreter

Please contact PGRA if guidance is needed.
School of Earth and Environment FACULTY OF ENVIRONMENT DSA (Disabilities) Support: Examples of adjustments needing University approval: Presence of a supporter/support worker/note taker at viva Presence of Specialist Mentor to assist communication at viva Use of assistive technology in viva Extension to corrections time following viva Please contact PGRA if guidance is needed.

University Scholarships for 2017
School of Earth and Environment FACULTY OF ENVIRONMENT University Scholarships for 2017 Yet to be announced List will be provided by PGRA as soon as available Awards and application deadlines to be advertised from late October/November at

UK Research Council Awards
School of Earth and Environment FACULTY OF ENVIRONMENT UK Research Council Awards NERC DTP competition to run for 2017 with ~14 awards for SEE ESRC White Rose DTP new for 2017 entry: 38 awards annually across DTP Expecting to be for best academically qualified candidates and no quotas. New Masters associated with this DTP – possibly 50% of awards to be 1+3 ESRC Datastreams CDT for 2017 led by Leeds School of Geography: 4 partner institutions (Leeds, Liverpool, Manchester, Sheffield) Participating faculties at Leeds: ENV, ENG, MAPS, LUBS Each institution 4 awards 2017; 4 awards 2018; 5 awards 2019. Integrated Masters and PhD – all awards Candidates must a STEM background to some extent

PGR Review School of Earth and Environment
FACULTY OF ENVIRONMENT PGR Review Faculty Review expected during 2016/17. Separate PGR faculty reviews commenced in 2014/15 (two per year). 1-day PGR review to take place every 5 years Monitoring for all research degrees programmes Monitors: PGR experience Impact of strategy development Employer expectations and employment opportunities Opportunity for PGR Feedback and response to feedback Review team includes: Dean of PGR Studies, non-UoL member, another Faculty Director of PGR Studies, Graduate Board member, PGRT and PGR from another Faculty Meetings: PGRs, HoS/Director of PGR Studies/PGRTs, PGRAs, Supervisors

Leeds Doctoral College
School of Earth and Environment FACULTY OF ENVIRONMENT Leeds Doctoral College Proposed creation of Leeds Doctoral College providing overarching structure for support of PGRs at Leeds – consultation underway ~70% of 126 UK institutions operating Graduate Schools (risen from 33% in 1994). Many now considering alternative Doctoral College structure. Doctoral Colleges often perceived as over-arching and more strategic structures sitting above existing local-level and more operational Graduate Schools Doctoral Colleges typically perceived as more outward-facing than Graduate Schools and their activity tends to focus on issues such as liaison with Research Councils, coordination of responses to national consultations, as well as on PGR training and development. The new University Strategic Plan expresses ambition to promote a vibrant PGR and postdoctoral community, with the ambition of growing numbers by 25% (from c to 2800+) by 2020.

School of Earth and Environment FACULTY OF ENVIRONMENT Leeds Doctoral College Research tends to confirm that PGRs feel integrated into (in this order): their research group (where this exists as a meaningful entity separate from the School or Department) their department their discipline (2 and 3 often being interchangeable in the Leeds context and often synonymous with the School) the University. Faculty-level structures are notable for their absence from this list, which confirms that PGRs tend to identify most of all with a (more or less specific) subject-area, but that they are also aware of a sense of belonging to the broader University. A Doctoral College would raise the strategic importance of early career researchers and associated Directors and Tutors and enhance interdisciplinarity at PGR level.

School of Earth and Environment FACULTY OF ENVIRONMENT Leeds Doctoral College ‘Doctoral College’ carries implications of being strategically informed, outward-facing, and community-building, all of which are seen as desirable outcomes in the Leeds context.

FACULTY OF ENVIRONMENT Questions?

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