Postgraduate Research Handbook for Students and Supervisors

Postgraduate Research Handbook for Students and Supervisors

Absence

If you are ill and miss a class, exam or submission, you must follow the regulations and submit a report on MyCampus.  Please note that if you have completed Part 1 of the absence notification process, you should complete Part 2 as soon as you have resumed your studies.


Annual leave

Doctoral students are entitled to take a maximum of eight weeks' annual leave, including public holidays (pro rata). Requests for absences of more than one month's duration should be submitted in writing to the Graduate School, with the approval of the Supervisor.
Students must leave contact details with the School Administrator. Students subject to visa restrictions must inform the School PG Administrator of the dates of absence once a period of annual leave is agreed with the supervisor.

All students must receive the approval of their supervisors for any period of annual leave and should ensure they do not miss a scheduled supervisory meeting.

Please see the University PGR Code of Practice for more information.


Complaints

Research students who are dissatisfied with their conditions of work or the quality of their supervision should whenever possible discuss the difficulties with the supervisor. If this is not possible then the supervisor or the student should seek guidance or help in the first instance from their Subject PGR Convener (see below under 'Contact us'). If the issue is still not resolved the Head of School should be consulted.

If it proves impossible to resolve the difficulties, you should approach the Dean of Graduate Studies, who is empowered to convene a committee comprising the PGR Convenor and the Head of School to attempt to resolve the difficulties in question.

If at any stage in a particular case it is recommended that alternative supervisory arrangements be made, then these require approval by the College Graduate School Board.

Whilst achieving an informal resolution of a student complaint is a key goal, there are instances where a student may pursue a formal complaint. Please also see the University’s Student Complaints Procedures.


Contact us

School Graduate Studies Convener Dr Iain Banks
Archaeology PGR Convener Professor Steve Driscoll
Celtic & Gaelic PGR Convener Dr Sheila Kidd
Classics PGR Convener Professor Matthew Fox
History PGR Convener Dr Steven Reid
Information Studies PGR Convener Mr Frank Hopfgartner
Philosophy PGR Convener Professor Michael Brady
School PGR Administrator Christelle Le Riguer

Details of roles and responsibilities can be found on the contact us page.


eSharp

eSharp is a leading international gateway to academic publication for postgraduates. Based at the University of Glasgow, it encourages excellence in research through peer-reviewed publication and interdisciplinary exchange and enhances postgraduates' skills and employability by providing hands-on experience of journal management and editing, amongst many others....


Ethics Policy

 

It is a requirement of the University of Glasgow that all students undertaking research that involves human participants, data or material are required to obtain ethical approval from the College Ethics Committee PRIOR to the commencement of the research.

The College Ethics Committee is responsible for vetting and approving all Ethics applications

The ethical design and conduct of your research is an important part of your scholarly development and you should give careful consideration to each of the sections in your application. It is a requirement that your Supervisor co-sign this form and therefore you are strongly recommended to consult with your Supervisor when completing the ethics application form.

You are advised that the approval process normally takes at least four weeks, assuming first time approval. You are therefore encouraged to make your application at least four weeks in advance of your proposed research start date. Please note that research must not commence prior to you having ethical approval in writing from the College Ethics Committee. Failure to do so may result in disciplinary procedures being instigated.

Please consult the College ethics web pages for more information.


Events

 

The Gilchrist Postgraduate Club hosts social and academic events throughout the year - all advertised on their Facebook or Twitter pages.


Forms


Funding for current postgraduates

Subject-specific funding sources:

  • Archaeology funding
  • Philosophy funding
  • History:
    • Main scholarships - see also:
    • Scottish Endowments - deadlines re 30 Nov and 31 March each year. Emails are sent out to all History PGRs in due course. ‌
    • History Subject Conference and Research Support: usually 2 rounds, Nov and March: e‌mails are sent to all History PGRs in due course.‌
    • Economic History Society
    • Pasold research grants - various deadlines
    • Royal Historical Society: conference travel grants (deadlines:  15 January, 16 April, 11 June, 29 October)
    • Arthurian Postgraduate Awards (deadline: 30 April)
    • Bernard Aspinwall Memorial Bursary 2017 (DeadRoyal Historicaline: 31 May )Applications from scholars and postgraduate students are invited for the Bernard Aspinwall Memorial Bursary, which is supported by the Scottish Catholic Historical Association.  The bursary or bursaries will be awarded (of between £100 and £250) for research trips and/or publication expenses for projects on any aspect of Scottish Catholic History. A covering letter, CV, brief project description (200-500 words) and breakdown of expenses are required by way of application.  Please send applications with a covering letter containing your home, telephone and email contact details to: Professor Gerard Carruthers, Email: gerard.carruthers@glasgow.ac.uk Or write to him at: 7 University Gardens, University of Glasgow, G12 8QQ, Scotland

Graduate adviser

The graduate adviser is the link between the student’s chosen School and the College Higher Degrees committee and College Graduate School of Arts and Humanities. Every postgraduate in the College is assigned an adviser at the start of their studies, who will be in a School different to that in which the student is studying.

The graduate advisor for all postgraduates in the School of Humanities is Dr Eva Moreda Rodriguez - Eva.MoredaRodriguez@glasgow.ac.uk.  She will advise generally on college issues, monitor student's progress on behalf of the college, deal with problems which supervisors or Subject or School Graduate Conveners are unable to solve.


GTAs

 Policies:

Forms:

Timesheets:

  • Employee timesheet instructions
  • Inputting your own timesheet details
  • Payroll deadlines - please note that the deadline dates for online are for those timesheets that have been approved – they go through a two stage approval system:
    • APPROVER 1: COURSE ADMINISTRATOR
    • APPROVER 2: PATRICIA MACLAREN.
      Please always choose these two approvers unless otherwise instructed and remember that we are not always immediately available to authorise – so do get your timesheet in as early as possible.  You should all have your bank details logged in to the system. 

Inductions


IT

  • WiFi: Eduroam is secure, world-wide roaming access service developed for the international research and education community. You can access it via laptop, mobile or tablet device. This also enables you to visit another participating institution and gain access to the Internet without having to register for another username and password. Please see IT Services for more information.
  • IT support
  • Moodle
  • MyGlasgow: access all your University on-line services
  • Email: your university email account is the main point of contact for information to be sent from your Subject, School, College and central services. It is essential you check this regularly or forward it to your private email account. You are responsible for this.

Language classes

Postgraduate research students may take language classes - subject to availability, they are free to attend for full-time PGRs, but please note that part-time PGRs will be charged a fee.

Languages for postgraduate students


Libraries for History PGRs

  • Glasgow University Library
  • Baillie Collection: the History Subject houses the Baillie Collection, a research library for staff and postgraduates containing rare printed sources for the study of medieval and early modern Scotland, Ireland and England.  The Baillie Room houses part of this collection and provides working space for postgraduates with networked computers, a laser printer and scanner.  Further details in Research Collections in History
  • Medieval History collections: the McKechnie Room in 10 University Gardens contains our medieval collection, focusing on English, Irish and British history.  This includes impressive runs of the Historical Manuscript Commission publications and state papers and a small grouping of secondary materials.  Books can be consulted in the McKechnie Room, though this is also a teaching room. Further details in Research Collections in History
  • The Economic and Social History Subject hosts specialist libraries of printed primary and secondary sources for the Centre for Business History in Scotland and the Centre for the History of Medicine.  The latter includes the research collection of the British Medical Ultrasound Society.  These libraries provide desk spaces for readers with powerpoints for laptops.

Mapping tool

Adobe Illustrator is the software recommended by the History Subject to students wanting to create/edit maps.  Adobe Illustrator is available on 4 PCs in the Baillie Room, 9 University Gardens, 1st floor (the 4 PCs in the middle of the room)

The Arts College Graduate School sometimes organises a workshop on mapping with Adobe Illustrator - please check its workshop programme.


Mental health

The ‘Mind Your Mate’ training programme is a 3 hour interactive workshop covering basic mental health awareness and suicide prevention skills. The overall aim of Mind Your Mate is to reduce the barriers preventing people from accessing the help they need, provide participants with the confidence and skills to help someone in crisis and reduce the stigma around discussing mental health and suicide. Mind Your Mate forms part of the SRC’s commitment to increasing opportunities for students to access peer-led early-intervention support and training.

The workshops are free and open to all students at the University of Glasgow.

Our student and staff trainers have been professionally trained and evaluated by a specialist mental health charity and have already delivered the training to over 200 staff and students at the University of Glasgow in the last year. Feedback from participants so far has been overwhelmingly positive and following the initial pilot period the workshops are now being offered to all students through open sessions.

For more information contact VP Student Support Lauren McDougall at lauren.mcdougall@src.gla.ac.uk

Register here


Moodle sites


MRes Students

Master of Research (Taught and Research) – 1 year full-time (2 years part-time)

The MRes offers a combination of taught and research components, allowing the student to acquire the specialist knowledge and research necessary to complete a substantial dissertation, preparing for doctoral study, while standing as a qualification in its own right.

The MRes is assessed primarily by a dissertation, with additional assessed taught courses in research methods and specialised subjects directly related to the proposed dissertation topic. The student can take between 60 and 90 credits of taught courses and a corresponding number of credits for the dissertation (between 90 and 120 credits). The length of the dissertation is between 18,000 and 30,000 words. 

Programme Structure

Taught courses

Dissertation

Dissertation length

60 credits

120 credits

24,000 – 30,000 words

80 credits

100 credits

20,000 – 25,000 words

90 credits

90 credits

18,000 – 23,000 words

Taught Courses

Students should confer with their supervisors on their choice of taught courses. Students should also be enrolled on the relevant dissertation course (90, 100 or 120 credits) which will correctly reflect the full 180 credits required for the programme.

Assessment

Taught credits will be assessed as currently approved in the course specification documentation. The dissertation will be assessed in the same way as Masters and PhD theses.

Progress to dissertation

Students will be permitted to progress to preparation of the dissertation only if they have obtained a grade point average of 12 (equivalent to C3) or above in the taught courses, with at least 75% of the credits at grade D3 or better and all credits at grade F or above.

The Intention to Submit form should be submitted, as with other research programmes, to the Graduate School. The purpose of this is twofold: i) as proof that the student has been approved for progression to the dissertation, and ii) to initiate the process of organising the dissertation examining committee.

Progress requirements

MRes students follow the progress requirements as detailed in their own Subject Areas:

  • Archaeology students
  • History students:
    • Full-time (one-year) MRes students give an oral presentation at the beginning of May but are not expected to submit any work.
    • Part-time (two-year) MRes students give a presentation at the end of year 2, and are not expected to submit any work.

APR panels are not required for MRes students, but a presentation is.

Students should complete the 'Supervision Record form' from March-September - further details on completing this form

Requirements for the award of the MRes

Students will be eligible for the award of the MRes on obtaining a grade point average of 12 (equivalent to C3) or above in the taught courses, with at least 75% of these credits at grade D3 or better, and all credits at grade F or above, and on being awarded a Pass following examination of the dissertation.

A formal Exam Board must be held to approve the full range of results (taught courses and dissertation). Subject to all the above requirements being met, this Board will provide final sign-off on the award of the degree. In cases where the Examiners award the dissertation a pass subject to corrections, the Exam Board can be held pending these corrections being carried out.


Organising a conference/workshop

If you plan to organise a postgraduate workshop or conference, these sources of funding are a good place to start with:

Please do contact Christelle before applying for money so she can advise re application for funding and handling of awards.


Plagiarism

The University's degrees and other academic awards are given in recognition of a student's personal achievement. All work submitted by students for assessment is accepted on the understanding that it is the student's own effort.

Plagiarism is defined as the submission or presentation of work, in any form, which is not your own, without acknowledgement of the sources. Special cases of plagiarism can also arise from one student copying another student's work or from inappropriate collaboration.

The incorporation of material without formal and proper acknowledgement (even with no deliberate intent to cheat) can constitute plagiarism. Work may be considered to be plagiarised if it consists of:

  • a direct quotation without acknowledgement and indication that it is a direct quote (e.g. inverted commas);
  • an unacknowledged close paraphrase;
  • an unacknowledged summary of a source;
  • a direct copying or transcription.

With regard to essays, reports and dissertations, the rule is that if information or ideas are obtained from any source, that source must be acknowledged according to the appropriate convention in that discipline and any direct quotation must be placed in quotation marks and the source cited immediately. Any failure to acknowledge adequately or to cite properly other sources in submitted work is plagiarism. Under examination conditions, material learnt by rote or close paraphrase will be expected to follow the usual rules of reference citation otherwise it will be considered as plagiarism. Departments should provide guidance on other appropriate use of references in examination conditions.

Plagiarism is considered to be an act of fraudulence and an offence against University discipline. Alleged plagiarism, at whatever stage of a student's studies, whether before or after graduation, will be investigated and dealt with appropriately by the University.

More information can be found on the Student Learning Service Website


Progress Reviews

All Annual Progress Review forms are available on the College of Arts Moodle pages.

All research students are required to attend an annual progress review. The purpose of the review is to:

  • Provide you with an opportunity to present to a panel aspects of your work and achievements for the session.
  • Highlight any problems experienced by either you or your supervisor during the session.
  • Provide you with written and verbal feedback on your progress throughout the session and facilitate the completion of the progress review form.
  • Confirm, or otherwise your ability to progress to the next year of study.
  • Gauge your ability to complete within the timescale.

School PGR Conveners are responsible for organising the reviews for their students within the following parameters:

  • The supervisor (s), the student and at least one other member of staff not directly involved with the student should normally form the review panel.
  • The convener should not be one the supervisors.
  • Reviews are compulsory for each student and the principal supervisor is expected to attend.
  • During, or immediately following the review, the Report of Progress form should be completed and signed by the student, supervisor(s) and the review convener.
  • Students should be advised of their right to appeal or complain about any aspects of the review. Details of the procedures can be found on the Senate webpage:  http://www.gla.ac.uk/services/senateoffice/studentcodes/students/academicappeals/ 

The completed Annual Progress Review report forms are sent to Christelle and then passed on to the College of Arts Graduate School Office.   Students will not be allowed to register for the forthcoming session until this report form has been received by the Graduate School Office. It is therefore imperative they are completed in a timely fashion. Late submission of forms will delay registration for the following academic year. If a student is on suspension or leave of absence during the review period a short report will be required before the student is permitted to register on completion of the suspension/absence.

Each Subject has its own procedures for handling process reviews. Your Postgraduate Convener will contact you with the relevant information.

Transfer to Thesis Pending status

It is generally expected that a student will complete and submit the thesis by or close to the research period end date. However, by exception, degree submission time-limits allow the student to set a submission date beyond the end of the research period. If a student requires time additional to the research period for completion of the thesis, he/she will be registered at the University for a reduced fee with a thesis pending status. Transfer to thesis pending status is dependent on submission of a specific and time-bound plan for completion and must be agreed with the supervisory team and approved by the annual progress review panel. If a student submits the soft bound thesis within six months of registering as thesis pending 50% of the thesis pending fee will be refunded.

APR during Thesis Pending year

Students in Thesis Pending status should undergo an APR. The purpose of this meeting is to ensure that students are still on progress to submit by their calculated submission dates.

In addition, students registered as Thesis Pending are required to attend a progress review meeting in January of their final year of study. The Graduate School is happy that this date is actually a flexible one and will, in many cases, need to be determined by the individual student’s submission date.


Research training


Room bookings for PGs

If you need a room booked for a meeting, reading group etc and you are a PG, please email the relevant undergrad administrator (eg if the room you need is in the Gregory Building - Archaeology, please email one of the Archaeology administrators). 


Student Learning Development

Maximise your academic abilities!

Advisers in Student Learning Development (part of the Learning Enhancement and Academic Development Service (LEADS)) will help you throughout your University career with your academic skills. We work to enhance your learning experience and help you achieve your full academic potential.

  • All students are welcome at our classes and small group sessions
  • One-to-one consultations are available to discuss how to approach your studies
  • College-specific guidance is offered on essay writing, exam preparation, dissertations and research
  • College-specific guidance is offered on essay writing, exam preparation, dissertations and research
  • Dedicated International Writing Advisers for Undergraduate and Postgraduate Taught students provide bespoke classes and one-to-one consultations
  • Dedicated classes and one-to-one consultations for postgraduate research students from our Postgraduate (Research) Writing Adviser
  • Dedicated Royal Literary Fund Fellow Postgraduate Taught Writing Adviser provides one-to-one consultations
  • Specialised guidance for mathematics and statistics courses.

To find out about workshops - http://www.gla.ac.uk/services/sls/workshopinformation/arts

SLS blog -  http://glasgowuniversitysls.wordpress.com/


Student Representation and Student Voice

Student surveys

Policy on Student Surveys: Policy detailing the mechanisms for requesting approval to conduct a survey with students.


Student Teaching Awards

Every year the Student’s Representative Council hosts the Student Teaching Awards (aka the STAs), a fantastic chance for us to recognise the outstanding work of those members of staff who have gone above and beyond to make our time here at Glasgow the best it can possibly be!

The categories for the 2017/18 STA’s are as follows:

  • Best College Teacher: (one for each college, Arts, Social Science, MVLS and Science & Engineering)
    Within these categories nominees from each can be put forward for the following subcategories of special awards:
    • Best Feedback
    • Highly Innovative Teaching
    • Outstanding Contribution to Teaching
  • Best Advisor of Studies
  • Best Postgraduate Who Tutors
  • Best Dissertation Supervisor
  • Best Research Supervisor
  • Best Student Representative
  • Best Support Staff
  • Best Online Learning Experience

https://www.glasgowstudent.net/events/stas/


Study space

  • Archaeology research postgraduates:
    • 24 hour Access to Gregory Building: the School administrators will request that you are given access to the building.  If you have any problem though please contact them (Kelly if you are a PGT, or Christelle if you are a PGR)
    • Access to the Postgraduate Research Room: you can obtain a key from the general office in 1 University Gardens (Room 206: please ask for Isabel Jones) - there is a £10 returnable deposit on the key.
  • Celtic & Gaelic research postgraduates: Room 201 in 3 University Gardens is a postgraduate office (the Head of Subject allocates desks).
  • Classics research postgraduates: the basement area of 63 Oakfield Avenue is used as a postgraduate study area, and there are no allocated desks.
  • HATII research postgraduates: the Computing Lab in 14 University Gardens is used for hotdesking by postgraduates.
  • History research postgraduates: PhD students may apply for deskspace every summer - please check the guidelines on deskspace in History.  Students are emailed around the end of June and invited to apply for desk space by mid-August. After that please contact Christelle.
  • Philosophy research postgraduates: if you require out of hours access to 69 Oakfield Avenue, please contact Isabel Jones and she will activate your student card so that you can swipe it on the door entry system.  Rooms 208, 215 an 216 are used by postgraduates - please contact the Postgraduate Convener in Philosophy to check whether a desk is available in any of these offices.

Please see also the College of Arts' pages for information on study space.

There are several computing clusters within the College of Arts and you may check the Library and Reading Room PC availability.


Submission of thesis

You are advised to consult the Graduate School Office in case of any changes or delays to the process of writing or submitting your thesis.

Submitting your thesis for Examination

2-3 months before the expected submission of the thesis, you should complete the Intention to Submit form, have it countersigned by your supervisor and submit it to the Graduate School Office. This initiates the process for the appointment of the examination committee and avoids introducing an unnecessary delay in sending the copies of your thesis to your examiners.
You should submit three soft bound copies of your thesis and one pdf version for examination. The copies may have a soft or temporary binding, but it must be sufficiently robust to survive postage and handling.  A paper and an electronic copy of the thesis will be provided to each of the Examiners and to the Convener of the Examination Committeewith the formal documentation from the graduate school.

It is not appropriate for the supervisor, or any other individual within the School, to send a copy of the thesis to any of the examiners.

A financial penalty is imposed if you fail to submit a thesis within the time specified on the Intention to submit form or your expected submission date whichever is earlier. Details of the financial penalty can be found on the University Website.

At the point of submitting the softbound version of the thesis, you should complete the Thesis access declaration form, have it counter-signed by the primary supervisor and submit it to the Graduate School Office. Normally theses are made freely accessible after award of the degree and there may be valid reasons why such access should be restricted. More information on restricting access to your thesis is available on the Glasgow Thesis Service website

Submitting the Final Version
After addressing required corrections and having them signed off by the examiner(s), the examination process is complete and submission of the requisite copies of the final version can occur:

  • PhD: 1 hardbound copy plus upload of an electronic (pdf) copy 
  • MRes/MPhil by research: 1 hardbound copy plus upload of an electronic (pdf) copy              

The hardbound copy of your thesis should be deposited in the Graduate School Office. In order to upload your thesis, registration at the Glasgow Thesis Service is required. If you have been granted permission to restrict access to your thesis, registration is still required but instead of uploading an electronic version, you will deposit a CD or memory stick containing an electronic copy of your thesis with the hardbound version to the Graduate School Office (both hardbound copy and media will be kept secure until the period of time allotted for access restrictions has expired). Full information on depositing the electronic version of your thesis is available at the Glasgow Thesis Service Website.

More information about the final examination


Supervision, Roles and Responsibilities

All postgraduate students are responsible for the planning, development, progression, and completion of their degree.  Key to success in a research degree is the advice and guidance you receive from the University’s academic staff.  All research students are therefore assigned a supervisory team to oversee their research.

In addition to being part of the College of Arts Graduate School you are deemed to be part of the School of your main supervisor. School responsibilities for students are outlined in the University Postgraduate Research Code of Practice. You may also be part of smaller groupings related to subject or research interests within the School environment.

It is important that a clear understanding is established at an early stage between you and the main supervisor about responsibilities in relation to your written submissions. This understanding must accord with any University and College regulations and must cover the nature of guidance or comment the supervisor will offer, within the general principle that a thesis should be your own work.

The responsibilities of supervisors, students, Graduate School, and Schools can be found in the University Postgraduate Research Code of Practice. It is important that all parties read and familiarise themselves with these responsibilities to ensure that consistent high standards are set and achieved across the College and that both students and supervisors are given the support to which they are entitled.

To comply with Home Office requirements for tier 4 students and to promote good practice for all students, a report should be produced following each formal monthly supervision meeting with a research student. The report will be written by the student immediately following the meeting and emailed to Christelle. The Dean of Graduate Studies recommends monthly meetings either face to face or by Skype or email between supervisors and their students.  The 'Supervision record form' form should be used (not all sections will be able to be completed for each meeting).

If you are unable to make monthly meetings with your Supervisor due to a research being undertaken away from the University, please email Christelle your Supervisor's approval to this and the dates of your research trip.

Part-time students should meet with their supervisor every 2 months.

For further information:


Visiting research students

For information on Visiting Research Students, please see here


Web page for each postgraduate: to add your profile

‌If you'd like to have your profile added to this list:

  1. Please complete the Research student web consent form and send it back by email to the School web publisher.  
  2. The basic information (thesis title, supervisors) is pulled directly from MyCampus, but if you would like a full profile, you need to: -
    • Either complete the PhD Student profile form and send it back to the School web publisher (you do not need to fill in every single box – you can have as much or as little information as you would like, and if you’d like your photograph, please email her as a small jpg, ideally 140 pixels wide)
    • Or register to edit your own profile page on T4 by completing a PGR registration form and emailing it back to the School Web Publisher.

Withdrawal from Studies

If you do not make satisfactory progress, your supervisor and Subject PGR Convener may recommend to the College Progress Committee that you be withdrawn from further study.  

If you fail to register or otherwise contact the Graduate School Office by November of a session you will normally automatically be withdrawn from your research programme unless there are exceptional circumstances preventing you from doing so. Before this happens we will try to contact you.

If you are thinking of withdrawing from your programme of study, please complete the withdrawal form.

The University regulations for the Code of Procedure for Appeals are contained in the ‘University Fees and General Information for Students’ section of the University , Section XVIII.


Please contact the School web publisher if any information is incorrect or if you would like anything added.