Section 5: Supervision
5.1. All postgraduate students are responsible for the planning, development, progression, and completion of their degree. Key to success in a research degree, however, is the advice and guidance, both generic and research specific, that a student receives from the University’s academic staff. All research students are therefore assigned a supervisory team to oversee their research.
The supervisory team
5.2. The Graduate School is responsible for ensuring that there is a supervisory team in place for each student, consisting of at least a primary and a secondary supervisor. Considerations for selecting supervisors may include:
5.2.1. Primary supervisors are normally required to have an equivalent or higher level of qualification than the qualification being undertaken by the supervised student. Supervision by individuals without the required level of qualification is subject to ratification by the Graduate School Board.
5.2.2. Supervisors will normally be a member of the academic staff of the University or Affiliates of the University.
5.2.3. Other individuals, such as honorary or Affiliate members of staff, may act as supervisors subject to ratification by the Graduate School Board. These individuals are only permitted to supervise higher degree students in the capacity of a secondary supervisor. Exceptions may be considered by the Graduate School Board on a case by case basis. They must have the requisite qualifications and the ratification of the Graduate School Board.
5.2.4. Where the nominated primary supervisor is a probationary lecturer or a member of staff supervising a student for the first time, the secondary supervisor shall normally be an experienced member of the academic staff of the University and will have joint responsibilities
5.2.5. At least one member of the supervisory team will be currently engaged in research in the relevant discipline(s).
5.2.6. Supervisory and other workloads: Workloads are set and agreed at either School, Graduate School or College level as appropriate, with consideration given to the maximum number of students it is appropriate for staff to supervise in particular disciplines.
5.3. Students must be made aware of the responsibilities of each supervisor within the team so that they know whom to approach for appropriate advice.
5.4. Students must also be informed of the responsibilities of the Graduate School, School or Research Institute hosting them, so that they know whom to approach for appropriate advice.
5.5. Where a student’s research is interdisciplinary and therefore requires their supervisory team to come from more than one 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.
Responsibilities of the supervisory team
5.6. The roles and responsibilities of the members of the supervisory team may vary across the Graduate Schools; however each Graduate School will ensure that supervisory teams assume the following responsibilities and that these are made clear to the student and to the members of the supervisory team:
5.6.1. acquiring and maintaining the necessary supervisory expertise, including periodic attendance at supervisor development sessions where available;
5.6.2. giving guidance about the nature of research and the standard expected, the planning of the research programme, appropriate literature and sources, attendance at taught classes and seminar programmes, requisite techniques (including arranging for instruction where necessary) and the ethos of research;
5.6.3. being available to the student if they need advice;
5.6.4. requesting written work as appropriate, and returning such work with constructive criticism and in reasonable time;
5.6.5. giving advice on the necessary completion dates of successive stages of the work so that the whole may be submitted within the scheduled time;
5.6.6. ensuring that the student is made aware of any inadequacy of progress or of standards of work below that generally expected as soon as the issue arises;
5.6.7. ensuring a written record of all meetings where concerns with the nature of supervision, or the student’s progress or behaviour are discussed is kept and ensuring that both the student and supervisor agree this record;
5.6.8. participating in the annual progress review process;
5.6.9. helping the student to interact with others working in the field of research, for example, encouraging the student to attend relevant conferences, supporting him/her in seeking funding for such events; and, where appropriate, to submit conference papers and articles to refereed journals;
5.6.10. ensuring that the student undertakes appropriate subject-specific and generic training, by making training opportunities known to the student, and by giving advice on how to devise a Personal Development Plan (Note: this advice may be given by the Graduate School rather than the supervisory team – students should check local arrangements with their Graduate School);
5.6.11. supporting the student in his/her training, including incorporating time for research and generic training and the reconciliation of new skills and knowledge into the student’s research study plan;
5.6.12. in the case of students whose first language is not English, advising on the availability of advanced language training, and supporting the student in his/her language training;
5.6.13. ensuring that the student is aware of the University’s regulations and policies on research degrees; research misconduct including plagiarism; complaints; appeals; discipline; relevant College ethics policies; health and safety regulations; the University’s research policies; research student handbook; sources of funding and other relevant information for a research degree programme;
5.6.14. arranging appropriate opportunities for the student to practise communication skills, for example seminar presentations;
5.6.15. ensuring that the student is aware of institutional-level sources of advice, including careers guidance, health and safety legislation and equal opportunities policy;
5.6.16. providing pastoral support and/or referring the student to other sources of such support, including student advisers (or equivalent), Graduate School staff and others within the student's academic community;
5.6.17. ensuring undocumented absences are reported in accordance with the University’s Attendance Monitoring Policy* and/or to the Graduate Schools in order to comply with any attendance monitoring for students on Tier 4 visas (as required locally).
* The University’s Attendance Monitoring Policy was still under development at the time of publication. Once published, the policy will be referenced within this Code as appropriate. Information on current policy progress can be found under Student Policies on the Senate Office website.
Supervisor Training
5.7. Training for PhD supervisory staff is provided through formal training workshops, personal development, mentoring, staff development courses and through engagement with Graduate School Boards and committees.
5.8. Formal Supervisor Training Workshops are organised by an appropriate College Committee and will be offered to staff twice a year. Workshop sessions will be delivered by internal or external providers as appropriate. For local arrangements, please contact the College Graduate School Office.
5.9. Supervisor Training Workshop attendance is compulsory for new PhD supervisors, and all supervisors (including honorary or associate staff) must attend a Supervisor Training workshop at least once every five years. Staff attendance is monitored by the College Graduate School Office. Each year there will be at least one session suitable for all staff and at least one session specifically for less experienced or intending supervisors.
5.10. The Graduate School is entitled to prevent allocation of new PhD students to any supervisor who has not completed at least one supervisor training workshop within the last five years.
Changes to the supervisory team
5.11. Supervisory teams are set up on the premise that they will remain the same throughout a student’s research programme. Sometimes, however, it is necessary for a supervisor to change, for example, if a member of the team leaves the University.
5.12. If a supervisor is going to be absent for an extended period, or plans to leave the University’s employment, he/she and/or the Head of School/Research Institute Director shall inform the Graduate School as soon as possible.
5.13. The Graduate School is responsible for ensuring supervisory continuity to the student. Any replacement supervisors appointed shall, as far as is possible, be able to provide the same level and quality of support as the previous supervisor. In the case of students where supervision spans more than one college, it will be the lead College Graduate School that has responsibility for overseeing the continuity of supervision.
5.14. Probationary staff or those with limited supervisory experience will not normally be appointed as replacement supervisors in cases where there have been difficulties with supervision or student progress.
5.15. Any changes in role or remit of the supervisory team shall also, if possible, be discussed with the student in advance of the change taking place.
Research at external organisations
5.16. There may be situations where a student needs to carry out research at an external organisation for a significant period of their research. Such organisations must be approved by the appropriate Graduate School Board, according to the University’s Policy for “Research Furth of Glasgow”.
5.17. Any student subject to Visa restrictions must consult with the Graduate School in advance of embarking on Research Furth of Glasgow, to ensure compliance with UKBA regulations.
5.18. Whilst at an external organisation for the purposes of research, students are required to adhere to the relevant regulations of that body. The extent to which the external organisation’s regulations apply to the research student shall be clearly established with the University of Glasgow.
5.19. Where students undertake research at an external organisation and their registration status changes, for example, if the student suspends their study, the University, through the Graduate School, reserves the right to inform the external organisation of this change. Students shall be made aware of this and consider any implications this might have for their research ahead of any change in registration status.
5.20. University of Glasgow supervisors shall identify and appoint a designated contact person at the external organisation, whether a resident supervisor, or other responsible member of staff, prior to the student departing on placement. Supervisors are responsible for ensuring that the student is aware of the designated contact person.