PGR Review Hub

Welcome to your PGR Review Hub.

Below you will find important information about the initial/annual review process, MyCampus PGR System, downloadable documents and helpful information.

*** The old PGR System will be used for initial reviews for the time being until the new system in MyCampus is up and running. We will be using the MyCampus PGR System hopefully in summer 2024 for annual reviews.

For now you can watch the instruction videos for your particular role:

INSTRUCTION VIDEOS

                                                                                              

PURPOSE

 The main purpose of the APR is to assess the student’s progress in relation to their stage of study.

  • It's an essential requirement for every research student.
  • Provides an opportunity to discuss all aspects of training needs, milestones, work, achievements and any other issues.
  • Allows students to get feedback on their research, personal development and performance.

PROCESS

       PGR Review - Year 1PGR Review - Years 2+PGR Review - Thesis Year

           This is a general guide, for detailed information see the relevant tab below.

Initial Review Process

A research student normally has 3 months to complete the initial review. A student starting on March 1st for example, would not have that review until June, ie the period of annual review. Their initial and annual reviews should be combined in the annual review period.

Students are required to:

  • Provide a Literature Review consisting of:
    • A summary of the current scientific literature relevant to their research
    • The scientific aims of their research project
    • The experimental approaches/study design they may use
    • Approx 2000-2500 words (3-4 pages plus references)
  • Upload these forms with the Literature Review online to the MyCampus PGR System.
  • Supervisor(s) upload their review and extra docs online.
  • Student organises to meet with assessor panel to discuss the Literature Review, Researcher Development Log and Training Needs Assessment.
  • Assessor panel adds their assessment online.
  • Student completes their student statement online.
  • PGR Convenor reviews and assigns a recommendation.
  • If a student starts in early March, if agreed with their supervisor, they should wait and combine their initial review and annual
    review during the annual review season. The Graduate School can override.

Please note this is a general guide. It may differ slightly from school to school. Read pages 18 and 19 of the PGR Code of Practice .

 

Annual Review Process

Students are required to:

  • Contact their supervisory team/panel reviewers and arrange their annual review during May - July.
  • Write a 3000 word journal style report, appropriate to their research.
  • Prepare a data management plan for their research projects
  • Deliver a presentation, either oral or poster, by the end of their first year with their supervisor. Panel.
  • Submit a scientific report, with a note of progress over the year.
  • Students should check with their local Postgraduate Convener for any extra requirements.
  • Arrange a Formal Assessment Interview with the two Panel Assessors
  • When: all to be completed by end of July

Supervisors are required to:

  • Be available for students when they need to meet and discuss their annual review.
  • Complete the supervisor review section in the MyCampus PGR system and upload any docs (less than 20mb).
  • Watch the training video.

Assessor Panel are required to:

  • Be available for students when they need to meet and discuss their annual review.
  • Formal Assessment Interview is carried out by two assessors who are not involved in the supervision of the student.
  • At this point, remedial action is agreed upon if required.
  • The panel must upload a formal note of the meeting and action points within one week of the interview.
  • Complete the panel review section in the MyCampus PGR system and upload any docs (less than 20mb).
  • Watch the training video.

Postgraduate Convenors are required to:

  • Assign an appropriate recommendation by July 31 - contact the Graduate School if you think you will go beyond this date.
  • A recommendation allows students to register for the next academic session if appropriate and enrol for classes.

IMPORTANT INFO

  • If a recommendation is not assigned the student will not be rolled over in to the next academic term. This will have serious consequences with registration for the new academic term and the inability to enrol onto courses.

Please note this is a general guide. It may differ slightly from school to school. Read pages 20 and 21 of PGR Code of Practice

Final Review in Thesis Pending

Final Year Interview

When: 0-4 months when start thesis pending year

  • Students should be interviewed on their progress in thesis writing within their thesis pending year.
  • In the case of MSc(R) students, their assessors may discuss this at the annual progress review.
  • Postgraduate Conveners will assign an appropriate recommendation.

 

Role of the Assessor Panel

The Postgraduate Convener, in consultation the supervisor(s), appoints two panel assessors who will be familiar with the area of research.

The panel assessors encourage both student and supervisor to adopt best practices. They assist with solving problems that arise. This can include any problems that may arise between the student and the supervisor.

The role is mainly pastoral and includes the following:

  • Maintaining regular, informal contact with the student during the course of the research. There will be an informal discussion about progress at least once per semester.
  • Maintaining regular contact with the supervisor during the course of the research project. Ensuring awareness of difficulties that might arise.
  • Encouraging the student to raise problems with the Graduate School or Postgraduate Convener.
  • Providing an alternative conduit for information between the student and supervisor. The aim is to solve problems at an early stage.
  • Discussing the content of the student’s annual progress report.
  • Adding a paragraph to the annual report on the quality and progress of the research and training.
  • Use this Panel Review Form to help with your student assessment.
Resources
Panel Review Form Panel Reviewing Good Practice

 

 

 

MyCampus PGR System - not available for use right now. Continue to use the old PGR system.

What is it?

An online system on MyCampus where students, supervisors, reviewers and Postgraduate Convenors record a students progress from their first initial review to their yearly annual reviews.

You access this by logging in to your MyGlasgow Staff Portal > Services Tile > MyCampus link > PGR Annual Review Tile:

image of MyCampus tiles

 

Ending an Academic Year

  • All students are progressed to the next year based on their PGC recommendtion in the MyCampus PGR Annual Review System.
  • If there is no recommendation, students will not be progressed. 
  • The Graduate School will be able to progress a lot of students in one go. Other students may have background issues and will have to be progressed individually.
  • If you have any queries please contact the graduate school.

Starting a New Academic Year

  • All new students are required to be progressed by JULY 31.
  • This is a guide, since some schools may have differing processes and their students may progres slightly later.
  • We always encourage students to start their annual reviews in May and to book appoitments with their supervisors and panel reviewers before the school summer holidays.
  • If a student's record is not progressed, they will not be able to register in the new academic term and it may cause issues with their funders.

Initial Review: Supervisor(s) / Assessor Panel / PGC are required to:

  • Upload their reviews / assessments and extra docs online.
  • Student completes their student statement online.
  • PGR Convenor reviews and assigns a recommendation.

Annual Review: Supervisor(s) / Assessor Panel / PGC are required to:

  • Log in to the system and answer a set of questions regarding the student and their annual progress.
  • Upload their reviews / assessments and extra docs online.
  • Student completes their student statement online.
  • PGR Convenor reviews and assigns a recommendation.
    • If a recommendation is not assigned the student will not be rolled over in to the next academic term.
    • This will have serious consequences with registration for the new academic term and the inability to enrol onto courses.
    • Annual Review takes precedence over the Initial Review, it is only the Annual Review that gives us a recommendation which advises annual progression.

Overide and Unsubmit:

  • If you make a mistake in the system (write the wrong thing, a word doc won't upload properly, want to add more info, etc) the GS can review the appropriate section and you can log back in and redo.
  • Make sure to save any info you want to re-use to a separate word doc, then alert the Graduate School.

Annual Rollover of Students to the Next Academic Year:

  • Students who have done their annual review will be progressed to the next academic year by the Graduate School team on MyCampus.
  • The GS gets the list of who to progress from the MyCampus PGR System and adds a date to a milestone.

Finishing the Academic Year:

  • End September: Reminders are sent to the PGR Conveners and Administrators in September to advise them to chase Supervisors/Reviewers to get reviews completed or if they have not been finished for the PGR Convener to overwrite any outstanding elements, add any comments, and give a traffic light to every student.
  • End October: all Annual Reviews must be completed as the year will be closed for any changes.

 

 

 

Contact

Initial reviews, Annual reviews, Thesis reviews are all held within the relevant school.

All information you need is on this webpage or the PGR Code of Practice .

Please contact your local PGR Admin in the first instance.

If they can't help contact the Graduate School.

Additional Info

FAQs

  • How do I log in to the MyCampus PGR Review System?
    • You access this by logging in to your  > Services Tile > MyCampus link > PGR Annual Review Tile:

      image of MyCampus tiles
  • I don't know how to use the MyCampus PGR Review System

  • What happens if my student is on a suspension of study or approved absence during the review period?

    • The Graduate School will be informed through the Higher Degrees Committee and their MyCampus record will be updated.
    • The student should maintain regular contact with their supervisor(s) and the Graduate School, providing updated information (e.g., medical certificates) on their status and intended return date.
    • Upon their return, students will be required to undertake any informal or formal assessments or reviews of progress that are appropriate and uploaded to the PGR System after the Graduate School has been notified of the students return.

  • What are the options if I am not satisfied or unsure of my student’s ability to progress?

    Discuss any problems with the Postgraduate Convenor in the first instance, prior to making a recommendation on the MyCampus PGR Review System
     
    • The options are as follows:

 1. The student is not permitted to register for the following session until;

Either

    i. Additional work is submitted to the satisfaction of the supervisors before 1st October and the PG Convenor assigns a recomendation.

Or

    ii. A further review is carried out before 1st October and the PG Convenor assigns a  recomendation.

2. The student is suspended from further study. This is an option if your student is experiencing medical or financial difficulties. An application for a suspension of study is required and sent to the Higher Degrees Committee.

3. The student is withdrawn from the PhD programme. If at any time the supervisory team is of the opinion that the student is unlikely to achieve the degree for which they are registered, the student and the Convener of the Graduate School Board should be notified without delay. All parties shall agree a written record of the discussions and their outcome. Before selecting this option, this must be discussed with the Postgraduate Convener.

4. Read the PGR Code of Practice section 9 for more detailed information.

  • My student has started midway through the academic year. When should the first review take place?

    • If your student started in Jan/Feb they have until APRIL 30 to fully complete the initial review.
    • If your student started between March/June they will combine their initial review with their annual review.
  • My student started in Aug, when do they do their initial review and why have they been charged extra fees?
    • Your student should fully complete their initial review at the usual time in January of the following year.
    • The financial year ends on 31 July but the new academic term starts in October for PGR students. If your new student starts in Aug/Sept they will be charged one/two months extra fees for starting in the previous academic year. Please contact the Graduate School if you have any questions.

Part Time Students

  • The above review format is followed for each year of study, until the thesis pending year.
  • Part-time students will make less progress than full-time students in one academic year. It is still important to review the progress made in that time.
  • The minimum length of part-time PhD study is 5 years. The maximum period for thesis submission is no later than 8 years. 

MSc by Research Students

  • MSc by Research students must take part in the Initial and Annual review. 
  • Students undertake 1 year research and 1 year thesis pending.
  • The literature review and project plan follow the same timelines as for PhD students in year 1.

Doctoral Training Programmes

Students on DTP programmes may receive additional instructions on their review process.  

Since the first 6-months of the programme involves two 3-month lab rotations, the Annual Review Process deadlines differ slightly for MVLS DTP students.

The main difference is that there is flexibility to combine the initial review with the annual review.

However, the coordination etc of the Annual Review should be carried out locally. If you are unclear about submission dates and panel meetings etc, please contact your local PGR administration/PGR convener in the first instance.

Please send enquiries to the contact details provided below:

ProgrammeContact Details
EPSRC DTP mvls-studentship@glasgow.ac.uk
MRC DTP in Precision Medicine precisionmedicine-dtp@glasgow.ac.uk
Multimorbidity PhD for Health Professionals multimorbidityphd@glasgow.ac.uk
Wellcome Trust Integrative Infection Biology PhD wellcome-iib@glasgow.ac.uk

Wellcome-IIB Programme

First year students on the IIB complete two rotations and then join their PhD lab in April/May.

They don’t complete the initial review as they don’t yet know where they will be based at the usual initial review time.

They will complete the annual review and submit the documents below as part of the annual review:

  • Submit a rotation report: this is a journal style article that gives them the same experience of writing as other students for the annual review. Ideally from the rotation in the final PhD lab, although not all of our students join a lab they rotated through.
  • A PhD proposal - akin to the literature review and project plan that ‘regular’ students submit for their initial review. The format of this is based on funder requirements and includes hypothesis, aims, over-view timeline for the project.
  • Data management plan as required for all students at annual review.
  • Training needs assessment form (as for all students).
  • Researcher development log (as for all students).

With these forms and the usual meeting, the assessors will be able to judge the students understanding of the project, their ability to present and analyse data, and discuss their interaction with the supervisor(s).

Furth of Glasgow: Annual Progress Review

  • Student to discuss methods and frequency of communication with their supervisor in advance. 
  • Annual progress requirements when studying away from or “furth of" Glasgow must still be completed.
  • The appointed supervisor in the field is expected to contribute to a student's annual report.
  • The School or Institute can arrange a Zoom interview at a convenient time.
  • The Graduate School adheres to the University's Furth of Glasgow policy.

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