Section 2: Admissions
2.1. The postgraduate research (PGR) student population at University of Glasgow makes an important contribution to the implementation of the University’s Research Strategy, which encapsulates the University’s aim to be a world-leading, research-led institution. In recognition of this, the University has identified an aim to improve its PGR recruitment performance and agreed targets to achieve this in Glasgow 2020: A Global Vision.
2.2. Whether and how well these targets are met is dependent on the administrative and academic staff dealing with postgraduate research admissions in the University’s Colleges, Schools and Research Institutes. A significant body of knowledge and expertise on admissions processes and good practice resides with these members of staff. This Code of Practice draws on this knowledge to set out the University’s standards in the admission and registration of postgraduate research students.
2.3. The entities and individuals identified in this Code may not carry out the admissions process but have overall responsibility to ensure that the institutional standards relating to PGR admissions are maintained.
Factors influencing a decision on admission
Candidate entry qualifications
2.4. The College Graduate School has overall responsibility for the initial assessment of the suitability of a candidate for postgraduate research study, through evaluation of academic qualifications, referees’ reports, English as a Foreign Language qualifications, interviews, or other mechanisms as are appropriate to the subject of study and/or the candidate concerned. Any requirement to attend interviews or other assessment procedures will be communicated in good time to the candidates (or if part of the standard assessment, will be identified as part of the entry requirement).
2.5. Postgraduate research entry requirements are published on the University website. Graduate Schools with specific additional entry requirements shall publicise these clearly on their websites. Graduate Schools are responsible for ensuring that all staff involved in making an academic decision on qualification for entry are aware of both the institutional and discipline specific entry requirements governing admission of postgraduate research students.
2.6. The University expects that all postgraduate research applicants shall normally possess one or more of the following:
2.6.1. First or Second Class Honours Degree or equivalent qualification (2:1 in the case of UK Research Council supported students).
2.6.2. Masters qualification or equivalent.
2.6.3. Evidence of prior learning, if the destination Graduate School is willing to consider accreditation of prior learning (APL) or accreditation of prior experiential learning (APEL).
2.7. Candidates whose first language is not English must show evidence of the appropriate competence in English. Requirements are stipulated by the Graduate School via their publications and websites.
2.8. Where the equivalence or quality of the awarding body for international candidates’ qualifications is not known, staff shall refer to Recruitment and International Office (RIO) Postgraduate Admissions for further information and advice about this body.
Documentation
2.9. A PGR application is only complete and can only progress to offer stage if it includes the following:
2.9.1. 2 references either on headed notepaper or email - at least one academic and at least one from the most recent employer or institution;
2.9.2. degree transcripts (with an English translation if appropriate); and
2.9.3. proof of English language proficiency (if English is not applicant’s first language or language of instruction).
2.10. Potential supervisors and academic staff involved in admissions decisions can consider applications while incomplete but cannot progress these to offer stage.
Academic supervision capacity
2.11. The College Graduate School will identify a person to be responsible for recommendation to admit a student to postgraduate research study by discipline. This person will only recommend admission after consultation with potential supervisors and taking into account supervisory load and with the agreement of the Head of School/Research Institute or their delegate, who sets the maximum numbers of students a supervisor can support at one time within a particular discipline, and approves any recommendation to admit.
2.12. The detailed requirements for a programme of work frequently cannot be specified in advance but, in making a recommendation to admit, the person responsible within the College Graduate School shall take account of the following points:
2.12.1. whether, on the information available, the proposed programme of work is appropriate for the intended degree;
2.12.2. whether it might reasonably be expected that the proposed programme of work could be completed within the timescal e to be designated for it;
2.12.3. whether, in so far as can be predicted, the appropriate necessary resources (e.g. library, computing, laboratory facilities, technical assistance) will be available;
2.12.4. whether it is expected that appropriate supervision can be provided (including consideration of the quality of research being carried out in the relevant discipline); and
2.12.5. whether supervision can be maintained throughout the research period, including during any periods of study leave for the primary supervisor or time spent furth of Glasgow by the student.
2.13. Where appropriate these decisions shall be made following further contact with the applicant, either by phone, email or in person.
2.14. Where a student’s research is interdisciplinary and therefore requires their supervisory team to come from more than one College, School or Research Institute within the University, one School or Research Institute must be designated as having the primary responsibility for supervision of the student and one College must have primary responsibility for administration of the Degree.
Academic Profile
2.15. All applications for postgraduate research must be considered for admission regardless of funding, purely based on academic profile. This ensures that the admissions process is equitable and transparent. For these reasons, all admissions decisions must involve at least two members of University staff, one of whom shall represent the College Graduate School.
Visa Considerations International Students
2.16. An applicant is defined as an ‘International applicant’ if they are not ordinarily resident in the UK or EU*.
*Ordinarily resident refers to someone who has been living in the UK for three years NOT for the purpose of study and has indefinite leave to remain – to confirm status, applicants are advised to check their visa.
2.17. International students require a student visa to allow them to stay in the UK for the agreed period of study. It is the applicant’s responsibility to apply for, provide all information in support of, and obtain their visa.
2.18. The Recruitment and International Office and the International Student Support Team are responsible for providing further information on student visa requirements and other advice for international students.
2.19. UK Immigration regulations were revised in 2011. The Points Based Immigration System’s Tier 4 regulations govern the entry of international students to the UK. Decisions on admission shall take account of these regulations and the University’s duties under these. For further information on the University’s duties, please see the immigration and visas section of the International Student Support website.
2.20. Once the decision is taken the applicant will be notified promptly by official letter from the Graduate School. If requested the Graduate School shall offer unsuccessful applicants clear feedback on why their application was unsuccessful.
The admissions process
Initial contact
2.21. College Graduate Schools are responsible for efficiently co-ordinating responses to applications and enquiries. They are therefore also responsible for ensuring that their procedures for this purpose are clear, well publicised to relevant staff and well maintained in the light of technical and policy developments affecting application and admission.
2.22. There are multiple points of entry to the University for initial enquiries and applications from potential postgraduate research candidates. In many cases applicants will seek contact with an academic member of staff in whose research the applicant has an interest, while some will begin an application immediately and come to the attention of the Graduate School administration. Others may contact a central University service for information.
2.23. All University staff receiving enquiries and applications for postgraduate research shall promptly notify the relevant Graduate School office to enable efficient co-ordination and tracking.
2.24. Where academic members of staff receiving the enquiry do not think that they are the appropriate point of contact for the enquiry they shall refer the enquiry to the Graduate School, e.g.:
2.24.1. if the enquiry is about scholarship funding, registration, council tax or other non-academic matters; or
2.24.2. if another academic colleague (e.g. Postgraduate Convenor; academic staff in another College/School) would be better placed to respond to an enquiry or application.
2.25. Academic staff shall bear in mind that where a potential student’s research interests do not fit well with their expertise, the student might well be better supervised by another College.
2.26. Staff have an obligation to ensure that, as far as possible, students are provided with support and guidance to choose a programme that is right for them.
2.27. Graduate Schools shall encourage all applicants to apply for admission to the University through the online application form.
2.28. If an applicant is unable to access the internet, Graduate Schools shall provide a hard copy, but they shall inform applicants that processing applications in this format may take longer.
2.29. Graduate School Offices shall enter paper applications into MyCampus upon receipt to enable better tracking through the admissions process.
2.30. Entering applications as soon as they arrive also provides the University with better information about how many applications it receives and where these come from. This enables Colleges to develop and monitor the effectiveness of their marketing strategies.
Response times
2.31. To ensure a positive experience for all prospective PGR students, the University will endeavour to ensure that:
2.31.1. all enquiries receive acknowledgement promptly and at least within 5 working days;
2.31.2. all applications receive a response within 2 weeks of submission; and
2.31.3. the maximum period between application to decision is no longer than 4 weeks in total, contingent on submission of the necessary documentation to make a decision.
Communication during the application process
2.32. Graduate Schools are responsible for ensuring that applicants are made aware of what to expect from the University postgraduate research admissions process, including:
2.32.1. how long they can expect to wait for a decision;
2.32.2. reminders about outstanding documentation and information required in order to make a decision; and
2.32.3. applicants’ responsibilities in relation to:
2.32.3.1. obtaining qualifications necessary for admission (e.g. English competency);
2.32.3.2. research project proposals, where this is a requirement of the discipline;
2.32.3.3. visas;
2.32.3.4. obtaining funding for their study;
2.32.3.5. attendance monitoring;
2.32.3.6. obtaining accommodation in Glasgow.
2.33. The Graduate School has a responsibility to provide prospective PGR students with advice on completion of the application if required. Graduate Schools may refer to the University’s Postgraduate Admissions Team for advice and support in relation to international applications.
2.34. The Graduate School is also responsible for advising applicants on possible sources of funding and the application procedures.
2.35. Successful applicants may be sent a:
2.35.1. Conditional offer: Where the offer is dependent on certain criteria being met. These conditions will be clearly stated in the offer letter and may include:
2.35.1.1. that the anticipated degree results are achieved;
2.35.1.2. that the required English proficiency is achieved (where applicable);
2.35.2. Unconditional Offer: A Graduate School will only issue an unconditional offer if all requirements have been met.
Offer letter and Admissions Pack
2.36. The following will be contained either in the offer letter to the candidate or as part of an admissions pack which the candidate shall receive on or prior to registration:
2.36.1. clear notification of the status of the offer: conditional or unconditional and any academic or other conditions attached to the offer;
2.36.2. name of the research programme for which the offer is being made and a brief description of the research proposal;
2.36.3. the JACS code relevant to the intended research study;
2.36.4. indication of whether the programme requires ATAS clearance or not;
2.36.5. the start date and anticipated duration of the programme;
2.36.6. the expected tuition fees, including any additional annual compulsory costs: or other extra charges;
2.36.7. the date of registration. If not known at the time the offer letter is issued, the College or Graduate School will communicate this information to the student as soon as possible;
2.36.8. any requirements the University places on the student, for example attendance, progress reports, contact with supervisors;
2.36.9. names of the primary supervisor and second supervisor (Note: these may not always be known at this stage, but will be communicated to the student before registration);
2.36.10. references to the University’s regulations, for example:
2.36.10.1. the research degree regulations contained within the University Calendar;
2.36.10.2. plagiarism policy;
2.36.10.3. Code of Practice on Unacceptable Behaviour;
2.36.10.4. Academic Appeals;
2.36.10.5. Health, Safety and Wellbeing Policy;
2.36.10.6. PGR Code of Practice (including any local variations);
2.36.10.7. research student handbook, sources of funding and other relevant information for a research degree programme;
2.36.11. details of the funder, if the University administers the funding to the student on its behalf;
2.36.12. any opportunities to undertake teaching or demonstrating duties;
2.36.13. practical information concerning accommodation, financial and travel information;
2.36.14. information on any University and College or Graduate School Welcome, Orientation or Induction programmes or sessions.
2.37. The Graduate School, together with the designated supervisor, is responsible for maintaining contact with applicants during the period between initial application and registration at the University.
Induction
2.38. Induction for new research students is provided by Graduate Schools or relevant subject groups. All new research students are required to attend the induction. The Recruitment and International Office also provides an institution-wide induction for international students.
2.39. Induction shall include:
2.39.1. introduction to relevant administrative and academic staff within the College to relevant University Services;
2.39.2. introduction to the Code of Practice for Postgraduate Research Degrees and other relevant codes such as:
2.39.2.1. research misconduct;
2.39.2.2. University Calendar;
2.39.2.3. academic policies;
2.39.2.4. research policies;
2.39.2.5. introduction to other relevant sources of information;
2.39.3. an opportunity to meet and network with new and current postgraduate research students;
2.39.4. introduction to managing a research degree effectively including information on personal development planning.
Roles and responsibilities at a glance
2.40. The College Graduate School
2.40.1. Ensure that information on websites is up-to-date, in plain English and clearly accessible.
2.40.2. Ensure procedures for the efficient co-ordination of admissions to the disciplines under their responsibility are developed, updated and communicated to all staff involved in the admissions process.
2.40.3. Ensure all staff involved in making an academic decision on qualification for entry are aware of both institutional and discipline-specific entry requirements.
2.40.4. Ensure prompt response in accordance with the University’s expected response times to enquiries and applications.
2.40.5. Encourage online applications where possible and ensure prompt entry of hard copy applications to the direct admissions system.
2.40.6. Co-ordinate academic response to enquiries/applications (especially where one or more School or College are involved).
2.40.7. Seek advice from RIO Postgraduate Team on equivalence or quality of international academic qualifications where this is not known.
2.40.8. Notify and remind applicants of missing documentation or further information required for an admission decision.
2.40.9. Designate administrative and supervisory lead College/School/Research Institute for interdisciplinary research candidates prior to making an offer.
2.40.10. Provide advice to applicants on sources of funding, information about studying and living and Glasgow, registration procedures, visa considerations etc.
2.40.11. Issue offer letter or decline letter as appropriate including all the necessary information for an offer.
2.40.12. If requested provide feedback to applicants on reasons for non-admission.
2.40.13. Maintain contact with applicants during the waiting period.
2.40.14. Issue CAS and inform students on attendance monitoring requirements.
2.41. The student
2.41.1. Apply online where possible.
2.41.2. Make contact with an academic member of staff to discuss research interests.
2.41.3. Provide all documentation necessary for a complete application.
2.41.4. Make contact with the Graduate School Office for administrative aspects of the application process.
2.41.5. Obtain all necessary ATAS, visa and immigration clearance for entry to the UK for study purposes.
2.41.6. Fulfil any outstanding conditions of offer (e.g. language proficiency).
2.41.7. Arrange own travel, accommodation and living arrangements in Glasgow.
2.41.8. Respond promptly to offer letters.
2.42. The supervisor
2.42.1. Ensure that all applications/enquiries received directly are notified to the Graduate School.
2.42.2. Consider all applications/enquiries on their academic merits regardless of funding.
2.42.3. Confirm acceptance or otherwise to supervise an applicant.
2.42.4. Make contact with potential applicant where appropriate to clarify the proposed programme of research.
2.42.5. Maintain contact with an applicant where an offer of admission has been made during the waiting period.
2.43. The Head of School/Research Institute Director or designate
2.43.1. Set the maximum numbers of students a supervisor can support at one time by discipline.
2.43.2. Manage School/Research Institute supervisory workload.
2.43.3. Sign off decision to admit recommended by two members of staff.
2.44. RIO Postgraduate Admissions Team
2.44.1. Working with International Student Support Team, provide advice on visa and immigration considerations for international students.
2.44.2. Provide advice and guidance on the equivalence and quality of applications, institutions, etc.