1. Departmental/Divisional Administrator Briefing
Procedures and Administrative Processes
David Ashton
Director of Student Services
Helen Notter
Student Centre

2. CONTENTS
Admission, Enrolment and Registration
Engagement Monitoring
Upgrade & Completing Research Student (CRS) Status
Examination and Award
Expectations on Departments and Sources of Support

3. Graduate School and Registry websites:
KEY INFORMATION
Academic Regulations for Research Degree Students –
Code of Practice for Graduate Research Degrees -
Research Student Log
Graduate School and Registry websites:

4. ADMISSION AND ENROLMENT
Applications processed through Admissions
Offers must be made and accepted prior to commencement
Enrolment: within two weeks of start. Immigration checks made
No backdated registration

5. REGISTRATION
Standard 4 years – 3 years plus one for writing up (CRS)
Conditional on satisfactory progress
Interruptions
Must enrol before start of each session on PORTICO
Keep address maintained in PORTICO and use UCL

6. SUPERVISION
appointed by the appropriate Departmental Postgraduate Committee and Faculty Graduate Tutor
Students may have a supervisory team but one principal supervisor will be expected to take the administrative lead

7. ATTENDANCE Centred on UCL unless approved otherwise
At least every 2 months
Study away from UCL
Must inform the Student Centre
Must not exceed 2 calendar years
Must not be absent during the first and last three months

8. ENGAGEMENT MONITORING Research Log may be used
meeting or contact with supervisor
attendance at seminars, laboratory session or other training session
submission of work to supervisor
response to a Departmental/Divisional circular

9. UPGRADE FROM MPHIL TO PhD Two possible attempts at upgrade
the first between 12 and 18 months
the second between 18 and 24 months
Transfer Report/Upgrading Proposal
Upgrading meeting by Supervisory Panel
Upgrade notification to Student Centre

10. COMPLETING RESEARCH STUDENTS (CRS)
Upgraded to PhD
Submission of thesis within 12 months; 24 months (part-time)
Met Departmental conditions
Student Centre contacts students and supervisors about deadlines

11. COMPLETING RESEARCH STUDENTS (CRS)
Must continue to engage
Extensions
Penalties for late submission
End of CRS, no automatic further registration status

12. SUBMISSION OF THESIS
Examination entry– 3 months before submission
Nomination of examiners form
Two copies of soft bound thesis
All through the Student Centre

13. EXAMINERS
Agreed by Departmental Graduate Tutor on behalf of Postgraduate Committee and sent to the Faculty
Agreed by Faculty Graduate Tutor on behalf of Faculty Postgraduate Committee and sent to the Student Centre
Chair of RDC or his nominee
UCL – one internal, one external

14. EXAMINATION AND AWARD
Supervisor arranges viva
Decision by examiners
Final version: 1 soft bound to Student Centre; 1 e-thesis in UCL Institutional Repository
Award letter and degree certificate – the Student Centre
External examiners’ reports

15. EXPECTATIONS OF DEPARTMENT
Selection and admission
Induction – department/division; UCL-wide
Support Research Log
On-going support – pastoral; facilities; academic
Adherence to deadlines and engagement monitoring
Inform about procedures/deadlines
Arrange viva, nominate examiners
Keep the Student Centre informed

16. WHAT HAPPENS IF IT GOES WRONG Student Grievance Procedure
Upgrade procedure
Delivery of programme
Conduct of examination
Complaints Procedure

17. SOURCES OF SUPPORT
Departmental/Divisional Graduate Tutor
Faculty Graduate Tutor
Graduate School and its Head
The Student Centre (formerly Student Records)

18. QUESTIONS/DISCUSSION
In addition, Kevin King, Head of Student Funding, will take answer questions on any aspect relating to the work of his office relating to research degree students