1. Preparing for your annual progress review
FMS postgraduate training workshop
Monday 11th March, 2019
Elaine McColl
PGR student coordinator for IH&S, supervisor and progress panel member…
With thanks to Dr Alison Tyson Capper, for use of some of her slides

2. Overview Progress review timeline Preparation During the interview
Research report/literature review
Relevant researcher development programme sessions
Oral Presentation
Relevant researcher development programme session
Other documents/materials
Student’s report to panel
(Supervisors’ report to panel)
During the interview
After the interview

3. Progress Panels 2 people Independent of supervisors
Initial project approval and subsequent regular assessment
Checks all well (facilitative)
Decides on progress (performance management)

4. Annual assessment Annual progress review with assessment panel
Managed via e-portfolio/PGR CoP
Fixed time periods
PhD: 8 months FT/20 months/29 months
10 months PT then every 12 months
MPhil: 6 months FT
Timing and format on website and prompted
Report plus interview
Student responsible for organisation

5. Progress review timeline
12 months
12 months (MRes result)
6 months
8 months
20 months
29 months
4 year MRes/PhD
submission deadline!
8 months
20 months
29 months
42 months*
3 year PhD
submission deadline!
First PhD progress review
*if still to submit

6. Progress review timeline
Full details:

7. Progress review timeline
Deadlines available in e-portfolio
These are the deadlines for completion of the process by all parties, so allow time for panel to submit their report and for HoS (PGR SC) and PG Dean/Tutor sign-off
Extension of up to 4 weeks can be granted by PGR SC and Administrator on request
Longer extensions require formal application to Grad School
Usually for significant personal extenuating circumstances
Panel meetings usually in-person
But, with agreement of panel, can be by Skype, e.g. if student is on period of study outwith

8. Preparation
Student has the responsibility to organise the panel meeting
Contact panel members to agree mutually convenient date and time (suggest that this be at least one week and preferably more before the deadline date)
Book room and notify panel members of the location
Data projection facilities useful but not essential
Get to room in plenty of time to boot up computer and get ready
Provide report/supporting documents in advance of meeting, at the very least via e-portfolio, and (if panel members prefer) also by attachment
Complete structured form in e-portfolio
Prompt supervisory team to complete their structured form in e-portfolio

9. What is required See pages 11-15 of FMS Grad School Handbook
Written report*
Structured report in e-portfolio
Evidence of self-assessment and personal development plan*
Evidence of training attended*
Useful to provide copy of approved project proposal*
10-15 minute Powerpoint presentation
Research notebook should be brought to the meeting
If appropriate, also include
Copies of publications
List of presentations

10. Report content - 1
First review
Literature review (this should usually comprise bulk of report)
Research question
Aims & objectives
Brief overview of proposed methods
Recommended word limit of 7,500 words excluding references and figures (3,000 for MPhil)
Focus is on critical engagement with literature and academic writing skills
Full systematic review NOT required
Abide by word limits – avoid copious appendices

11. Report content - 2 Interim, i.e. second (and third) review
Shorter report (3/4 pages; maximum 15)
Summary of progress with data collection
If data are available, example of detailed analysis (results and interpretation thereof) of some data (could be ‘results’ from systematic review)
Assessment of strengths and weaknesses of work
“to do” list and updated GANTT chart
Final review
detailed breakdown of structure of thesis
identify research and writing to complete, with detailed timeline for chapter drafts and feedback thereon

12. Preparing the report
Word-processed to a high standard, with numbered pages (see handbook for other details)
Sensible to include table of contents, especially for longer reports (e.g. 1st APR)
Be sure to cite information from other sources correctly
Plagiarism will be treated seriously
Seek timely feedback from supervisors on draft report & presentation
Do a run through of presentation to check on timing

13. Presentation content
Reminder of research question, aims and objectives
Brief overview of methods
Activities and progress to date, with key findings (depending on stage)
Any changes vis-à-vis approved proposal should be highlighted
Progress with respect to securing relevant approvals (ethics etc) should be mentioned
Evaluation of strengths and limitations of work to date
Anticipated problems/risks
Plans for the remaining period, including updated GANTT chart
Training undertaken since last review
Dissemination activities since last review
Show key “visual” information, avoid use of lots of text etc.

14. Preparation Student’s report to the panel Be honest and reflective
Discuss in advance with your supervisors and/or Institute PG Research Student Coordinator any issues raised
Declare PECs that may have impacted on your progress

15. During the interview
Don’t assume the panel has expert knowledge of every aspect of your project.
Provide reminders/clarification where you think helpful.
Don’t be afraid to defend your research, but be open and receptive to panel’s suggestions.
Don’t try to pre-empt all of their questions or suggestions in your presentation
Take the opportunity raise any concerns you may have.
E.g. completion of research, attendance at training courses and access to other activities important to your training and future career
Remember, it’s a “progress review” rather than an “assessment” or “viva”

16. Possible outcomes

17. Possible outcomes

18. After the interview Reflect On receipt of panel report
Discuss recommendations etc. with supervisors
Comments made by supervisors/panel in an outcome of ‘Not withstanding concerns…’ need particular attention; panel are likely to return to these in subsequent reviews
Be proactive in engaging in any activities/practices/training recommended or required by the panel, Institute PG Research Student Coordinator and/or PG Dean/Tutor
If offered a meeting with the PG Dean/Tutor, do attend it

19. Finally....
Make a list of things you’d like to discuss with the panel; they will give you the opportunity for questions/comments
Bear in mind that the review process is for YOUR benefit