Section 7: Research Progress
The student’s responsibilities
7.1. In order to work towards his/her research degree qualification, the student is responsible for his/her research, collecting data and developing and completing their thesis. The supervisory team is there to provide guidance, but not leadership, in the development of the student’s thesis.
7.2. The student is responsible for developing and agreeing a detailed, realistic and time-bound research plan, which may evolve with time in conjunction with his/her supervisory team. This plan is crucial to the success of a research degree. It shall contain specific milestones such as:
7.2.1. initial literature review completion;
7.2.2. data collection or research completion;
7.2.3. setting out of the 'solution' or framing of the argument; and
7.2.4. written thesis completion and submission.
7.3. The student shall also agree with the supervisory team:
7.3.1. the frequency and timing of supervision meetings;
7.3.2. the level and nature of supervision required;
7.3.3. the resources required - what is essential, what is available, what can reasonably be expected; the format and structure of the thesis, referring to University and College guidance (see section 8 below); and
7.3.4. the time commitments of the student and the supervisory team.
7.4. The student shall ensure that he/she understands his/her obligations and rights in relation to:
7.4.1. ethics policies and issues governing his/her research programme (see the University’s research policies including that on good research practice; relevant College Ethics policies);
7.4.2. intellectual property rights;
7.4.3. University and School/Research Institute safety requirements; and
7.4.4. any funder terms and conditions.
7.5. It is the student’s responsibility to maintain momentum and progress towards completion of the agreed work plan. This will include:
7.5.1. presenting written material regularly as required in sufficient time to allow for reading comments and discussion at each stage in the plan;
7.5.2. maintaining regular contact with the supervisory team and/or relevant Graduate School member of staff, including notification of periods of absence for reasons such as illness (providing medical certificates where necessary). Please see the University’s Absence policy for further information of when medical certificates are required;
7.5.3. ensuring that he/she understands supervisory guidance and takes the initiative to resolve any lack of clarity or misunderstanding;
7.5.4. maintaining a record of meetings with and guidance provided by supervisors or agreeing same formally with supervisor(s) in the event that any misunderstandings arise;
7.5.5. providing annually, and on request, a progress report including estimated date of submission; and
7.5.6. deciding when to submit the thesis, taking into account advice from the supervisory team and College and University guidelines and requirements.
Annual Leave
7.6. Postgraduate Research Students are entitled to take a maximum of eight weeks' annual leave, including public holidays. Please see local School/College/PG Handbooks to confirm annual leave procedures.
7.7. Annual leave may be taken in accordance with the student's funder or employer's regulations and in line with any visa requirements or restrictions with which the student must comply:
7.7.1. Funder, visa or employer terms and conditions overrule University Policy with regard to periods of leave. By accepting a studentship/employment/visa, the student is agreeing to specific terms and conditions if they differ from University policy.
7.7.2. Students wishing to request annual leave must always refer to their funder/employer/visa terms and conditions in the first instance and contact their Graduate School Office if further clarification is required.
7.7.3. Students subject to visa restrictions must inform the Graduate School office or their School Postgraduate Administrator of the dates of absence once a period of annual leave is agreed with the supervisor.
7.8. Students should be aware that they may experience workload requirements which make taking annual leave impractical at certain times. Students should discuss their leave requirements with their Supervisor.
7.9. Should the situation arise where a period of annual leave cannot be agreed with between the student and supervisor, the student should contact their School or Institute Postgraduate Convenor. Should the situation remain unresolved the issue should be brought to the attention of the Graduate School office and the Dean of Graduate Studies.
7.10. Should a supervisor believe the student is taking annual leave well in excess of the maximum entitlement, this should be brought to the attention of the Graduate School office or the School Postgraduate Administrator, or can be addressed during the annual progress review.
Progress Reporting
7.11. The Head of School/Research Institute Director or equivalent is responsible for monitoring the welfare and progress of all postgraduate research students in the School/Research Institute in consultation with the supervisory team and for taking appropriate action where issues arise or where progress appears to be unsatisfactory, including a review of supervisory arrangements if necessary.
7.12. All postgraduate research students must contribute to a formal progress review which takes place at least once a year. The process is outlined below:
7.12.1. Ahead of a formal review meeting, the student must complete an annual progress review report which outlines progress made to date and objectives for the coming year.
7.12.2. The student must also submit a piece of work, the requirements for which will vary by discipline and year of study. Details of the requirements are available from the relevant Graduate School.
7.12.3. The supervisor completes his/her part of the progress review form providing assessment of the student’s progress and recommendations as to the student’s future registration.
7.12.4. The student and supervisor submit the form and the student’s work together as the basis for the progress review meeting to the Graduate School or designated School or Research Institute PGR contact.
7.12.5. The Graduate School has responsibility for the review meeting but may delegate this to School / Research Institute PGR contacts who will assign review panel members and distribute the paperwork.
7.12.6. The progress review meeting will be attended by the student, who will present the work completed so far, the supervisor(s) and at least one member of academic staff who is not involved in the day to day supervision of the student.
Concerns with progress
7.13. Where the primary supervisor believes that a student’s progress is unsatisfactory and that the student should not be permitted re-admission to a subsequent year of research study, he/she shall consult with the student and the other members of the supervisory team before submitting a recommendation not to re-admit.
7.14. Where, after consultation, the primary supervisor’s view is unchanged on recommendation not to re-admit, the Graduate School will submit full details of the circumstances, signed off by the Head of School/Research Institute Director or equivalent, to the relevant Graduate School Board, which will make the final decision on re-admission.
7.15. In addition, if at any time the primary supervisor is of the opinion that the student is unlikely to achieve the degree for which he/she is registered, the supervisor shall notify the student and the Convener of the Graduate School Board without delay. Both parties shall agree a written record of the discussions and their outcome.
7.16. In situations where the supervisor and the Head of School/Research Institute Director or equivalent disagree on whether the student’s progress is satisfactory, no recommendation or decision shall be made regarding re-admission without prior consultation with the supervisor. The Graduate School Board is responsible for making a final decision on readmission.
7.17. The University has a duty to maintain and enhance the quality of provision for students and to provide an effective system for handling appeals and complaints. An appeal is defined as a request for a review of a decision by an academic body charged with making judgements concerning student progression, assessment or awards. The Code of Procedure for Appeals to the College and/or the Senate may be obtained from the Clerk of Senate on request or viewed in the section entitled “Code of Procedure for Appeals by Students against Academic Decisions” in the General Information section of the online University Calendar.
Resolving problems
7.18. If a student feels that his/her work is not proceeding satisfactorily for reasons outwith his/her control, he/she shall discuss their problems with a member of his/her supervisory team in the first instance.
7.19. If the problem cannot be resolved at that level, he/she shall consult the Postgraduate Convenor, Head of School/Research Institute Director, Adviser of Studies or equivalent. The student can also consult the SRC Advice Centre.
7.20. Should a satisfactory outcome not emerge, students can also consult the Dean of Graduate Studies. Where a problem is referred for resolution beyond the supervisory team, signed and dated copies of all written records relating to the problem shall be forwarded to the Graduate School Office.
Suspending study
7.21. The research leading up to a research degree should be undertaken in one period of continuous study, commencing and completing on the dates agreed at initial admission to postgraduate research study. There are however exceptional circumstances under which a student may legitimately require an interruption to study or a suspension of his/her studies during the research period. For example, a student may apply to suspend his/her studies if he/she is suffering from ill-health, experiencing a family emergency, or taking maternity/maternity support/adoption leave.
7.22. If a student wishes to suspend study, he/she must consult his/her primary supervisor, and if approved, the supervisor shall seek the permission of relevant Graduate School Board via the Dean of Graduate Studies. Applications for suspension are dealt with on a case-by-case basis and are subject to satisfactory progress thus far.
7.23. The student must demonstrate that he/she has the approval for suspending study from any relevant sponsors/funders.
7.24. International students (from countries outside the European Economic Area) are not normally eligible for suspensions due to visa restrictions. In the event that an international student’s visa allows him/her to suspend study, the student must return to his/her home country for the full period of suspension.
7.25. If an application for suspension is denied by the University, supervisors shall inform the student of the reason(s). The Dean of Graduate Studies shall inform the relevant administration if a suspension is approved, who in turn will ensure that the student’s fee and any paid maintenance grant (if applicable) is also suspended accordingly. A single period of suspension cannot normally extend beyond 12 months.
7.26. Students should refer to the University’s Maternity, Maternity Support and Adoption Leave policy (available on the Senate Office website) if this is relevant to their request for a period of suspension. Students should be aware that relevant funder guidelines and visa restrictions still take primacy over University regulations.
7.27. During a period of suspension the student shall maintain regular contact with the Graduate School, providing updated information (e.g. medical certificates) on his/her status and intended return date. The end date of a student’s research period will be amended according to any period of suspension granted.
7.28. A student can only apply for a suspension of study during his/her research period. If a student wishes to amend their submission deadline following completion of his/her research period, there are separate procedures for this, outlined in Section 8.