Roles and Responsibilities at a Glance

The Student

The Student

Registration and records management

  • Before registration, inform Graduate School of any change of address or other details
  • Register with the University annually
  • Collect relevant documentation necessary to register, e.g. offer of admission, funding award letters
  • Ensure contact/personal information in MyCampus is up-to-date and accurate
  • Take time to read and understand the Student Contract and Student Privacy Notice provided by the University

Wellbeing

  •  Students are urged to look after their own wellbeing, try to maintain a healthy work-life balance and/or seek out support and assistance from the University where needed

 Supervision and research progress

  • 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
  • Maintain regular contact with primary supervisor as agreed 

Distance Learning Study (where applicable)

  • Students should ensure that they discuss expectations and methods of communication with their supervisor(s)
  • Clarify any advice given by external supervisors to ensure it does not contradict University Regulations or policies
  • Be aware of any visa or other restrictions when travelling to the UK for study purposes
  • Ensure that training requirements are met, seeking support where needed

Follow university policies regarding absences and periods of suspension, providing evidence as required, and maintaining contact with the primary supervisor and the Graduate School

  • Familiarise self with this Code of Practice and University and local, regional, national, and international policies governing research, as applicable
  • Present written material regularly as required to supervisors
  • Record formal minutes or notes of meetings with supervisor(s) and agree these as an accurate record of the discussions
  • Take initiative in clarifying and resolving any misunderstandings in communication with supervisors
  • Review progress with the supervisory team and raise progress issues as appropriate
  • Participate fully in the annual progress review processes
  • Take responsibility for seeking resolution to unsatisfactory progress
  • Be aware of the responsibilities and procedures of undertaking research at external organisations, as appropriate
  • Adhere to any funder terms and conditions.

Training and development

  • Conduct training needs analysis and draw up a personal development plan with supervisors
  • Undertake appropriate training as agreed with the supervisors, including any mandatory training
  • Review/update personal development plans regularly to ensure continuing relevance
  • Undertake approximately two weeks per year training and development activity

Submission and examination

  • Ensure familiarity with University, Graduate School and funder terms and conditions regarding submission, examination, extensions etc.
  • Seek advice from the supervisory team on standards specific to the individual thesis
  • Set an anticipated submission date in accordance with University requirements
  • Take the decision to submit following advice from the supervisory team and complete any ‘intention to submit’ processes prescribed by the Graduate School
  • 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

Research Data Management

  • Ensure familiarity with the University's and any funder's data management policies
  • Undertake Data Management training and create a data management plan
  • Securely store and appropriately deposit research data generated during the course of research

Publications arising from research

  • Ensure familiarity with Graduate School policies regarding the supervisor’s rights and responsibilities when considering publication
  • Provide up-to-date contact details to the supervisor if subsequent publication is likely following graduation
  • Refer to the Dean of Graduate Studies or relevant Graduate School Board concerning any disagreements or delay relating to publication
  • Ensure familiarity with any policies regarding data retention or open access to research

Feedback and review

  • Provide feedback as appropriate to enable the University to review and enhance its provision for postgraduate research students

The Supervisor(s)

The Supervisor(s)

Student Wellbeing 

  • Staff are urged to inform themselves of resources or support mechanisms available within the University to support students who may need assistance with health or wellbeing matters
  • Staff are encouraged to be duly sympathetic to students experiencing health challenges and to promote a healthy work life balance to students

  Supervision and research progress

  • Where appropriate or relevant, discuss the ownership or assignation of IP rights with students at an early stage in their programme
  • Review and provide guidance in the development of the student’s research plan in terms of practicality, timescales and content
  • Agree the appropriate level of support for the student within reasonable limits and be available for scheduled meetings
  • Be clear in the provision of guidance and instruction
  • Provide timely and constructive feedback on written work, analysis and progress
  • Provide information on sources of research expertise, institutional administration and policy information etc.
  • Ensure the student understands their obligations in terms of good research practice, ethics, and intellectual property
  • Maintain and develop supervisory skills through continuous professional development and any training required by Graduate Schools
  • Participate in annual progress review processes with the student and prepare and agree a progress report
  • Refer serious concerns about progress to the Dean of Graduate Studies or relevant Graduate School Board, providing necessary evidence
  • 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
  • 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
  • Establish a designated contact at any host institution a student attends on placement and ensure the student is aware of the contact

Supporting Distance Learning Students (where applicable) 

  • Be prepared for additional time commitments or communication challenges possible when working with a student where face to face meetings are rare
  • Support students to resolve issues related to their distance learning status through clear communication with relevant administration or support services
  • Raise any issues related to distance learning study, external supervision or external partners with relevant administration in a timely fashion
  • Ensure that students meet any training requirements
  • Be supportive of students in building their research communities and support networks

Training and development

  • Provide advice and guidance on training needs analysis and develop a personal development plan, particularly in relation to research specific skills
  • Provide relevant advice about training and career development opportunities
  • Encourage the student to attend appropriate training for around 2 weeks each year.
  • Monitor the student’s training and development commitments to ensure these do not jeopardise progress and completion of the degree

Submission and examination

  • Provide advice on realistic timescales for submission and examination
  • Be familiar with University, Graduate School and funder terms and conditions regarding submission, examination, extensions etc. and ensure these are met
  • Be familiar with, and promptly follow, procedures for announcing the intention to submit, examination, etc.
  • Be prepared to attend the oral examination if the student and/or Convener of the Examination Committee requests.

Research Data Management

  • Ensure familiarity with the University's and funders' data management systems
  • Encourage and support students to create a data management plan and undertake any relevant training
  • Ensure students are aware of requirements to securely store and appropriately deposit research data generated during the course of their research

Publication arising from research

  • Ensure familiarity with supervisor rights and responsibilities in relation to the publication of the student’s research
  • Ensure students are familiar with policies regarding data management and retention and open access to research
  • Maintain contact with the student following graduation for publication purposes
  • Refer to the Dean of Graduate Studies or relevant Graduate School Board concerning any disagreements or delay relating to publication

The Graduate School

The Graduate School

Registration and records management

  • Ensure the student has received all relevant documentation to allow them to register
  • Provide the student with information about registration procedures
  • Provide students who disclose a disability with information about the University Student Disability Service
  • Update the student’s record with all relevant details relating to the student’s supervision, progress, registered degree and other relevant management information

Wellbeing

  • Graduate Schools should communicate with staff and students about resources and support available regarding health and wellbeing and embed information about health and wellbeing in relevant training or resources

 Supervision and research progress

  • Ensure that supervisors regularly update their skills through training and development
  • Ensure student placements are organised according to the ‘Research Furth of Glasgow’ or other relevant policies
  • Inform external organisations where a student is undertaking research if there is a change in their registration status where appropriate
  • Review postgraduate students’ progress reports
  • Provide advice and guidance to students and supervisors where serious concerns arise about progress
  • Keep a record of annual progress reports
  • Retain appropriate records of any progress files referred to the Graduate School

Distance Learning Study

  • Subject proposed distance learning programmes or options to relevant programme approval processes
  • Document any due diligence through programme approval or other approval processes to demonstrate that the quality of the student experience has been thoroughly considered
  • Ensure that all information relevant to distance learning study options are published on webpages, recruitment materials and programme handbooks as appropriate
  • Ensure that relevant monitoring, evaluation and reporting processes are in place to support distance learning programmes or options

Training and development

  • Promote and offer the opportunity to all postgraduate research students to undertake training needs analysis and personal development planning
  • Provide advice and information about these processes to students and staff
  • Provide a broad range of training opportunities with specific learning outcomes to postgraduate students
  • Offer training places to students from other Graduate Schools where appropriate
  • Provide any required training or support to any staff who will work with distance learning students

Submission and examination

  • 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
  • Ensure all forms related to the examination process are dated, signed and retained
  • Maintain a record of any concerns notified to the Graduate School ahead of the examination
  • Support any processes and communications related to adjusting viva conditions or processes in coordination with the Disability Service and maintain records of this activity.
  • Be familiar with funder terms and conditions regarding submission, examination, extensions etc.

Publication arising from research

  • Facilitate the resolution of any disagreements or delays relating to publication

Feedback and review

  • Ensure the existence and promotion of confidential feedback mechanisms for postgraduate research students
  • Act and report on issues arising from feedback received
  • Monitor and review the quality of the postgraduate research provision regularly

Head of School/Research Institute Director or designate

Head of School/Research Institute Director or designate

Supervision and research progress

  • Monitor the progress of students through receipt of reports from the supervisory team
  • Take appropriate action where progress appears to be unsatisfactory, including reviewing supervisory arrangements where necessary
  • Report annually to the Graduate School Board on the progress of all students
  • In consultation with the primary supervisor recommend whether the student should be re-admitted for the following session
  • Ensure the Graduate School is notified of supervisor absences of longer than one month and the arrangements made to cover this

Distance Learning Study (where relevant) 

  • Ensure that all information relevant to distance learning study options are published on webpages, recruitment materials and programme handbooks as appropriate
  • Ensure that relevant monitoring, evaluation and reporting processes are in place to support distance learning programmes or options

Training and development

  • Promote the training and career development opportunities available through the Graduate School and other parts of the University
  • Promote training needs analysis and personal development planning
  • Ensure promotion of training opportunities to staff and students

Submission and examination

  • 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

Convener of the Committee of Examiners

Submission and examination

  • Fix an examination date and time
  • Inform the student of the date and time of the examination and the names of the examiners
  • Ensure that the student’s supervisor attends the examination if requested to do so by the student or examiners 
  • Ensure that the oral examination is conducted in a fair manner and that any agreed adjustments or support the student requires are implemented or are in place
  • Ensure that the examination has a reasonable duration
  • Assist the examiners to reach a consensus
  • Co-ordinate completion of a joint report detailing the requirements for revision or resubmission
  • Provide the student with a list of revisions/corrections required by the examiners

Training Developers

Training developers

  • Review and update training provision regularly based on feedback from tutors and participants
  • Ensure training opportunities are advertised widely through induction, publications and websites