Section 11: Roles and Responsibilities at a Glance
11.1. Registration and records management
11.1.1. Before registration, inform Graduate School of any change of address
11.1.2. Registration with the University annually
11.1.3. Collect relevant documentation necessary to register, e.g. offer of admission, funding award letters
11.1.4. Ensure contact/personal information in MyCampus is up-to-date and accurate
11.2. Supervision and research progress
11.2.1. With supervisors, develop and agree a detailed, realistic, time-bound, research plan for the research degree, including significant milestones and maintain progress towards its achievement
11.2.2. Maintain regular contact with primary supervisor as agreed and in the event of absence or illness
11.2.3. Familiarise self with this Code of Practice and University and local, regional, national, and international policies governing research, as applicable
11.2.4. Present written material regularly as required to supervisors
11.2.5. Record formal minutes or notes of meetings with supervisor(s) and agree these as an accurate record of the discussions
11.2.6. Take initiative in clarifying and resolving misunderstanding in communication with supervisors
11.2.7. Review progress with supervisory team and raise any issues relating to progress as appropriate
11.2.8. Participate fully in annual progress review processes
11.2.9. Take responsibility for seeking resolution to unsatisfactory progress
11.2.10. Be aware of responsibilities and procedures of undertaking research at an external organisation
11.2.11. Adhere to any funder terms and conditions.
11.3. Training and development
11.3.1. Draw up a personal development plan with supervisors
11.3.2. Undertake appropriate training as agreed with the supervisors
11.3.3. Review and update the personal development plan regularly to ensure continuing relevance
11.3.4. Undertake approximately two weeks’ per year training and development activity
11.4. Submission and examination
11.4.1. Ensure familiarity with University, Graduate School and funder terms and conditions regarding submission, examination, extensions etc.
11.4.2. Seek advice from the supervisory team on standards specific to the individual thesis
11.4.3. Set an anticipated submission date taking into account University requirements
11.4.4. Take the decision to submit following advice from the supervisory team and complete any ‘intention to submit’ processes prescribed the by Graduate School
11.4.5. Notify the Graduate School within two weeks of receiving a list of the Exam Committee members if a conflict of interest exists with an examiner
11.5. Publication arising from research
11.5.1. Ensure familiarity with Graduate School policies regarding the supervisor’s rights and responsibilities when considering publication
11.5.2. Provide up-to-date contact details to the supervisor if subsequent publication is likely following graduation
11.5.3. Refer to the Dean of Graduate Studies or relevant Graduate School Board concerning any disagreements or delay relating to publication
11.5.4. Ensure familiarity with any policies regarding data retention or open access to research
11.6. Feedback and review
11.6.1. Provide feedback as appropriate to enable the University to review and enhance its provision for postgraduate research students
The Supervisor(s)
11.7. Supervision and research progress
11.7.1. Review and provide guidance in the development of the student’s research plan in terms of practicality, timescales and content
11.7.2. Agree the appropriate level of support for the student within reasonable limits and be available for scheduled meetings
11.7.3. Be clear in the provision of guidance and instruction
11.7.4. Provide timely and constructive feedback on written work, analysis and progress
11.7.5. Provide information on sources of research expertise, institutional administration and policy information etc.
11.7.6. Ensure the student understands their obligations in terms of ethics, research conduct and intellectual property
11.7.7. Maintain and develop supervisory skills through continuous professional development and any training required by Graduate Schools
11.7.8. Participate in annual progress review processes with the student and prepare and agree a progress report
11.7.9. Refer serious concerns about progress to the Dean of Graduate Studies or relevant Graduate School Board providing necessary evidence
11.7.10. Keep a written record of all meetings where concerns with the student’s progress or behaviour are discussed and ensure the student agrees this record
11.7.11. Provide effective pastoral care for the student including referral to other sources of support including student advisers, Graduate School staff and others within the academic community
11.7.12. Establish a designated contact at any host institution a student attends on placement and ensure the student is aware of the contact
11.8. Training and development
11.8.1. Provide advice and guidance to help the student develop a personal development plan, particularly in relation to research specific skills
11.8.2. Provide advice about training and career development opportunities relevant to the student’s needs
11.8.3. Encourage the student to attend appropriate training for around 2 weeks each year.
11.8.4. Monitor the student’s training and development commitments to ensure these do not jeopardise progress and completion of the degree
11.9. Submission and examination
11.9.1. Provide advice on realistic timescales for submission and examination
11.9.2. Be familiar with University, Graduate School and funder terms and conditions regarding submission, examination, extensions etc. and ensure these are met
11.9.3. Be familiar with, and promptly follow, procedures for announcing the intention to submit, examination, etc.
11.9.4. Be prepared to attend the oral examination if the student and/or Convener of the Examination Committee requests.
11.10. Publication arising from research
11.10.1. Ensure familiarity with supervisor rights and responsibilities in relation to publication of the student’s research
11.10.2. Maintain contact with the student following graduation for publication purposes
11.10.3. Refer to the Dean of Graduate Studies or relevant Graduate School Board concerning any disagreements or delay relating to publication
The Graduate School
11.11. Registration and records management
11.11.1. Ensure the student has received all relevant documentation to allow them to register
11.11.2. Provide the student with information about registration procedures
11.11.3. Provide students who disclose a disability with information about the University Student Disability Service
11.11.4. Update the student’s record with all relevant details relating to the student’s supervision, progress, research degree registered for, and other relevant management information
11.12. Supervision and research progress
11.12.1. Ensure that supervisors regularly update their skills through training and development
11.12.2. Ensure student placements are organised according to the ‘Research Furth of Glasgow’ policy
11.12.3. Inform external organisations where a student is undertaking research if there is a change in their registration status where appropriate
11.12.4. Review postgraduate students’ progress reports
11.12.5. Provide advice and guidance to students and supervisors where serious concerns arise about progress
11.12.6. Keep a record of annual progress reports
11.12.7. Retain a written and signed record of any progress files referred to the Graduate School
11.13. Training and development
11.13.1. Promote and offer the opportunity to all postgraduate research students to undertake PDP
11.13.2. Provide advice and information about the PDP process to students and staff
11.13.3. Provide a broad range of training opportunities with specific learning outcomes to postgraduate students
11.13.4. Offer training places to students from other Graduate Schools where appropriate
11.14. Submission and examination
11.14.1. Ensure relevant training and guidance on thesis writing and formatting is available Ensure procedures for submission, examination and recommendation are clear, well publicised and accessible
11.14.2. Ensure all forms related to examination process are dated, signed and retained
11.14.3. Maintain a record of any concerns notified to the Graduate School ahead of the examination
11.14.4. Be familiar with funder terms and conditions regarding submission, examination, extensions etc.
11.15. Publication arising from research
11.15.1. Facilitate the resolution of any disagreements or delays relating to publication
11.16. Feedback and review
11.16.1. Ensure the existence and promotion of confidential feedback mechanisms for postgraduate research students
11.16.2. Act and report on issues arising from feedback received
11.16.3. Monitor and review the quality of the postgraduate research provision regularly
Head of School/Research Institute Director or designate
11.17. Supervision and research progress
11.17.1. Monitor the progress of students through receipt of reports from the supervisory team
11.17.2. Take appropriate action where progress appears to be unsatisfactory, including reviewing supervisory arrangements where necessary
11.17.3. Report annually to the Graduate School Board on the progress of all students
11.17.4. In consultation with the primary supervisor recommend whether the student should be re-admitted for the following session
11.17.5. Ensure the Graduate School is notified of supervisor absences of longer than one month and the arrangements made to cover this
11.18. Training and development
11.18.1. Promote the training and career development opportunities available through the Graduate School and other parts of the University
11.18.2. Promote the personal development planning process to staff and students
11.18.3. Ensure promotion of training opportunities to staff and students
11.19. Submission and examination
11.19.1. Nominate the examination panel including the Convener to the relevant Graduate School Board following advice from the supervisory team
Convener of the Committee of Examiners
11.20. Submission and examination
11.20.1. Fix an examination date and time
11.20.2. Inform the student of the date and time of the examination and the names of the examiners
11.20.3. Ensure that the student’s supervisor attends the examination if requested to do so by the student or examiners
11.20.4. Ensure that the oral examination is conducted in a fair manner
11.20.5. Ensure that the examination has a reasonable duration
11.20.6. Assist the examiners to reach a consensus
11.20.7. Co-ordinate completion of a joint report detailing the requirements for revision or resubmission
11.20.8. Provide the student with a list of revisions/corrections required by the examiners
Training developers
11.21. Review and update training provision regularly based on feedback from tutors and participants
11.22. Ensure training opportunities are advertised widely through induction, publications and website