Department of Chemistry

HANDBOOK

FOR

RESEARCH STUDENTS

October 2015

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CONTENTS

Page ABOUT THE DEPARTMENT AND THE UNIVERSITY 3 1. Research Degrees 3 2. Chemistry Graduate Web pages 3

3. Induction programme and innovative Doctoral Training in Chemistry (iDTC)

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4. Graduate School 7 5. Graduate Awards and Prizes 8 6. Departmental Information 9 7. Welfare 11 YOUR RESEARCH 14 1. Academic Integrity 14 2. Research Supervision and Progress 14 3. Research Progress Monitoring 18 WRITING, SUBMISSION AND EXAMINATION OF YOUR THESIS 20 1. Extended Registration Fees for MPhil/PhD Students 20 2. University Regulations Relating to Theses 20 3. Submission and Examination of Theses 21 4. Complaints and Appeals 21

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ABOUT THE DEPARTMENT AND THE UNIVERSITY 1. RESEARCH DEGREES

Three research degrees are offered by the University: MSc by research, MPhil and PhD. If you are a candidate for a PhD degree you will be enrolled provisionally in the first instance and enrolment will be confirmed on the recommendation of the Graduate School Board between 12 and 24 months after the start of your PhD. The confirmation process is to ensure that you are making sufficient progress with you research, and to identify any issues in good time for them to be addressed. You have up to two attempts to confirm your progression and the first should take place before 18 months.

2. CHEMISTRY GRADUATE WEB PAGES You should familiarise yourself with the Chemistry Graduate web pages, as these will

provide you with the information you will need throughout your research degree, including:

Handbook and General Information

Safety and Welfare

Training and Career Development

TAP and Student Progress

Graduate Teaching

Graduate School Board

Submission and Assessment http://www.york.ac.uk/chemistry/internal/gradinfo/

3. INNOVATIVE DOCTORAL TRAINING IN CHEMISTRY (iDTC) Chemistry at York delivers its postgraduate training through its innovative Doctoral Training

in Chemistry Program (iDTC) which offers the advantages of the cohort-based postgraduate experience to all of our students. We believe that that it is important to offer the latest innovations in graduate training to all of our postgraduates to support the development of scientific, transferable and employability skills, enhance the research output of each student and meet the needs of employers.

The iDTC is arranged with a core set of training packages which everyone will take: Becoming an Effective Research Chemist, Essential Chemistry Research Skills and Developing as a Professional Chemist. In addition, training will also be available in the specific scientific areas covered by the six research themes. This training will be delivered through “hands-on” techniques courses, concept courses and “hot topics” which will highlight the latest cutting edge developments in the field. The number of these courses you are required to takes depends whether you are registered on a 3 or 4 year PhD programme or a 1 year MSc by research.

If you are an overseas postgraduate student, you will have access to specific training and support for you to make the most of your opportunity to study for a research degree at York.

As a new Chemistry research student, you will participate in the iDTC programme. The iDTC offers a core set of training packages for all, and you, in consultation with your supervisor(s), then select specialised theme-specific training in the area of your research. You may select courses from other themes where appropriate. If you participate in an external doctoral training programme, you can select the iDTC training that is not covered elsewhere.

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The themes are:

(a) Healthcare and Medicinal Synthetic Chemistry (HMSC)

The interface between chemistry and biology is one of the most important areas of science in the 21st century. Established technologies such as pharmaceutical and medicinal chemistry are being joined by emerging areas such as chemical and synthetic biology in the search for effective and sustainable solutions to challenges in healthcare, energy and materials science. The Healthcare and Medicinal Synthetic Chemistry theme brings together Departmental research strengths in organic and inorganic synthesis, their application to pharmaceutical chemistry, and the knowledge and techniques involved in the preparation and study of biological molecules. It is therefore designed to provide a broad, interdisciplinary background for all students working at the chemistry-biology interface, with the flexibility to allow students to focus on one or more aspects within the lifetime of their PhD. In addition to the number of courses offered within Chemistry, students interested in biological topics may also like to investigate the possibility of further graduate courses offered within the biology department. Attendance at such course would need to be done in consultation with both your supervisor and the course organiser: http://www.york.ac.uk/biology/postgraduate/

(b) Sustainability and Green Technologies (SGT)

There is increasing pressure in industry for companies to become more sustainable by developing environmentally friendly products, minimising waste, using renewable resources, and to maintain cleaner processes throughout. This focus on “Green Chemistry” is a key feature of the Sustainability and Green Technologies theme. The Department runs a taught MSc in Green Chemistry and Sustainable Industrial Technology. Lectures are delivered by academics at York, as well as experts from other institutions; PhD students will have the opportunity to attend these lectures and enhance their knowledge of this exciting and rapidly developing area. Level 1 lectures will provide an introduction to the key principles of green chemistry before considering other factors such as the control of environmental impact, alternative reaction media as well as catalysis in green chemistry. Level 2 lectures will cover topics such as clean synthesis, renewable resources, energy efficiency, and clean chemical technology.

(c) Functional Materials (FM)

On the Functional Materials theme students will acquire knowledge in Materials Chemistry, including the areas of Soft Matter, Inorganic Materials and Nanoparticles, underpinned by the general concepts of Self-assembly, Supramolecular Chemistry, Physical properties and Nanochemistry. This area of the iDTC will encompass courses in Thermotropic Liquid Crystals (synthesis, characterization and thermal behavior), Lyotropic Liquid Crystals, Inorganic nanoparticles, Gels, polymers and dendrimers. Students will learn about the characterization techniques that support knowledge in this area, including thermal behavior, spectroscopic characterization and imaging techniques.

(d) Atmospheric Chemistry (AC)

Air pollution is a serious health issue in the UK, with an estimated 2.5 - 8 % of deaths linked to air pollution, reducing the average person’s life expectancy by ~7 months and costing the UK economy around £16 billion per annum (AQEG). The key drivers of health effects in humans are exposure to particles and ozone. The levels of these species are in part controlled by emissions of nitrogen oxides (NOx) and volatile organic compounds (VOCs).

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In the Atmospheric Chemistry theme you will develop the skills required to identify, quantify, monitor and record the levels of these compounds in the laboratory or out in the field. One of the key instruments used to measure VOCs is gas chromatography (GC). This technique is used widely across all areas of chemistry, for example in fuel analysis, reaction product yield determination or identification of unknown compounds. To get the best results, it is vital that students understand the theory behind GC but also develop the skills to allow them to maintain instruments and develop new methods. In this course you will learn about the day to day maintenance needed to successfully run a GC.

(e) Analytical and Data Analysis (ADA)

As a student on the Analytical Chemistry and Data Analysis theme, you will be introduced to the analytical chemistry facilities available in the Department and receive training on the submission of samples, data processing and interpretation. For those students using mass spectrometry as a central technique, a more in-depth study of instrument design and function will be available as a taught course. In addition to experimental techniques, students will receive training in experimental design, data pre-processing and error analysis and practice in the use of basic statistics within the R programming environment. More advanced multivariate statistical methods will also be taught using R and there will be opportunities for further programming, database and web application development courses.

(f) Spectroscopy, Computation and Simulation (SCS)

This theme provides training and background knowledge in several areas of contemporary chemistry which rely on the use of computers and theory. It involves courses that range from "hands-on" training on the Linux operating system, Python programming, experimental design, data pre-processing, error analysis and the practical use of quantum-chemical packages to advanced coverage of the most important aspects of quantum chemistry, electronic and vibrational spectroscopy, solid-state NMR and chemical thermodynamics.

International students

Another unique aspect of the iDTC is the support offered to international students. The international theme is a cross-theme training package designed to address the specific needs of international non-EU students. The training packages in this theme will be closely associated with supporting language and communication skills as well as fundamental chemistry knowledge. This is achieved through tailored courses delivered by the Centre for English Language Teaching (CELT) on pronunciation, presentations and scientific writing; report writing sessions; and by providing access to appropriate undergraduate courses, via lecture capture and lecture course handouts.

4. ESSENTIAL INFORMATION WHEN YOU FIRST ARRIVE

All new Chemistry research students will receive an Induction Pack on arrival. Most research students start their degree programme on 1 October and are therefore required to participate in the Induction Programme. You will receive a copy of the timetable at your Welcome meeting and will be given access to it via Google Drive. If you do not start in October, you will need to ensure that you discuss with your supervisor the best way of covering the training provided in the Induction Programme. (a) Enrolment with the University

You need to register with the University using e:Vision at the start of each year of registration, and late completion will incur a fine. Details about how to fill in your on-line enrolment forms should have been sent to you prior to starting your course. Details are also available on the web: https://www.york.ac.uk/students

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(b) Introduction to your Research Degree

The Introduction to your Research Degree presentation by the Chair of the Graduate School will acquaint you with the structure of your higher degree course.

(c) Student-Supervisor Introductory Meeting Within 2 weeks of the start of your research degree, you should meet individually with your supervisor(s). Amongst other things, your discussion should include:

An explanation of the role of supervisor, and your responsibilities as a student

An agreement of the approximate frequency of student-supervisor interactions

An agreement of the preferred method of arranging student-supervisor meetings

Discussion and selection of the relevant training You should complete the Record of the Introductory Meeting Form found in your Induction Pack and return it to the Chemistry Graduate Office (C/A142). (d) Safety & Risk Assessment

You must not start practical work until you have talked to your supervisor about safety, successfully completed the Departmental Safety Course and completed an on-line Risk Assessment form. This Risk Assessment form is a Health and Safety regulation and there will be no exceptions to this rule. The form must be completed each year. Please refer to the Departmental Safety Handbook for more details: http://www.york.ac.uk/chemistry/internal/hands/ Your Independent Panel Member acts as an additional safety adviser if your supervisor is away. Your supervisor will also appoint an additional member of academic staff to advise you if they will be away for a substantial period of time.

(e) Safety Course

An essential safety course is given during the Induction Programme. You are required to undertake this course (or complete the relevant material online if you are a mid-year starter) before carrying out any practical work or undertaking demonstrating duties in the undergraduate teaching laboratory. The course is organised by the Departmental Safety Officer, Dr Moray Stark. You will be required to sign an attendance sheet at each session. Successful completion will be granted by the Safety Officer after he is satisfied that all safety requirements of the course have been met.

The objectives of the Safety Course are as follows:

an introduction to the Departmental Safety Policy and the Safety Handbook;

to explain how to use the Risk Assessment software;

to emphasise emergency procedures;

to point out general hazards in practical work, who is at risk and how more specific information can be obtained;

to provide familiarity with the safety equipment available in the Department

training on the use of fire extinguishers

(f) Graduate Teaching Assistant Training All Chemistry research students have the opportunity to develop communication and organisation skills through our comprehensive Graduate Teaching Assistant Programme. An introduction will take place in October. You will then undertake two workshops, as well as having the opportunity to shadow your mentor in the labs before successfully completing two independent teaching slots. For those without a Chemistry background, you may

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choose to demonstrate on Biochemistry, Natural Sciences or Maths skills workshops once you have been trained.

(g) Introduction to the Library and Resources The Introduction to the Library and Resources, organised by Dr Adrian Whitwood (Departmental Computing Officer) and Claire Ackerley (Chemistry Library Liaison Officer) will introduce you to on-line database searches of the literature. If you are new to York, you will also tour the University Library. (h) Computer Facilities in Chemistry Most computers for graduate student use are located in research groups and there are also central facilities. Your supervisor and/or members of your research group will be able to tell you which computers / printers you have access to. (i) IT Skills for Chemists An IT Skills session, run by IT Services in the spring term, will provide you with an awareness of the capabilities of software packages that will be useful to you throughout your research degree. These include Word, Excel, Endnote, Google and Chemdraw. (j) Research Student Mentors You will have been assigned a Graduate Student Mentor who you will meet soon after your arrival. The purpose of the mentoring scheme is to provide support for new research students, help you to settle into the Department, to promote links across the Department and to provide skills development for both mentor and mentee. If you are new to York, your mentor will be able to show you around the Department, University and city during your first few busy weeks on campus. Your mentor is not expected to deal with any issues your supervisor should handle, but they should be able to point you in the right direction and check that any serious matters are dealt with. More details about the mentoring scheme are available in your Induction Pack.

5. GRADUATE SCHOOL

(a) Chemistry Graduate Office

You may contact the Chemistry Graduate Office staff, Alice Duckett, Rachel Crooks and Sharon Stewart, with any queries you may have about your research degree programme. They will either be able to provide you with what you need or direct you to other relevant staff who can help. The Chemistry Graduate Office is C/A142 and you may contact them via email on chemgrad@york.ac.uk or on telephone extensions 4544, 4077 or 3327. (b) Graduate School Board (GSB) The Graduate School Board is responsible for general policy matters relating to Chemistry graduate students and meets once per term. All graduate students are invited to raise matters to be considered by the GSB through their representatives. The academic staff group has executive responsibility for matters relating to specific students (e.g. approval of examiners, progress reviews, etc.). The membership of the Graduate School Board is as follows:

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Staff: Chair & Graduate Admissions Tutor Dr Paul Clarke Deputy Chair Dr Anne Routledge Graduate Office Manager Alice Duckett

Graduate Student Support Officer Dr Kirsty Penkman Graduate Skills Development Officer To be confirmed MSc Green Chemistry staff representative Professor Michael North Graduate Administrator Rachel Crooks Postdoctoral representative Dr Alexandra Olaru

Graduate student representatives:

Name Term of office

MSc Green Chemistry and Sustainable Industrial Technology representative

To be appointed

Oct 2015 – Sep 2016

Year 1 PhD representative To be appointed Oct 2015 – Sep 2016 Year 2 PhD representative To be appointed Oct 2015 – Sep 2016

Year 3 PhD representative To be appointed Oct 2015 – Sep 2016 Year 4 PhD representative To be appointed Oct 2015 – Sep 2016 PhD – YSBL representative To be appointed

Oct 2015 – Sep 2016

A full list of representatives will be displayed on the Graduate School noticeboard and on the graduate web pages once all appointments have been made. You will also be notified by email.

(c) Nomination of Student Representatives

The student members of the Graduate School Board serve a one year term. This can be renewed if the member wishes to continue for a further year.

New members will be nominated each year.

You may nominate any graduate student. You may re-nominate an existing member, providing they are willing and able to continue serving on the GSB.

You may nominate yourself.

You will need another graduate student to second your nomination.

You should have the consent of your nominee before submitting a nomination form.

If you have questions about the role of the representatives, please consult the current members of the Board.

Questions about matters relating to the Graduate School should be addressed to:

Any representative on the Graduate School Board

Dr Paul Clarke (Room D111, ext 2614, paul.clarke@york.ac.uk) Graduate Office staff (Room A142, ext 4544, chemgrad@york.ac.uk) (d) Graduate Representatives on Other Committees

One taught Masters student and one research student are appointed to the Chemistry Teaching Committee and Board of Studies. Graduate representatives are invited to attend meetings of the University’s Graduate Students Association (GSA).

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6. GRADUATE AWARDS AND PRIZES

(a) Johnson Matthey Poster Competition

After you have completed at least 2 years of your PhD you will prepare a poster of your research work for display at an Open Poster Exhibition which is held in the Department of Chemistry and sponsored by Johnson Matthey. The Exhibition will be open for attendance by all members of the Department and invited guests (such as industrial supervisors) and will be followed by a Departmental seminar given by an external academic. Students exhibiting their work will stand by their posters and discuss their work with anyone attending the Exhibition, including the panel of judges who will assess the quality of the presentations. Up to four cash awards will be made each year to spend on science-related activities (such as attendance at conferences abroad, visits to other research groups, etc.) subject to the approval of the student’s supervisor(s) and Chair of the Graduate School Board.

(b) Kathleen Mary Stott (KMS) Prizes

From the bequest of Kathleen Mary Stott, up to four prizes may be awarded each year to third year Chemistry PhD students for meritorious performance in research and coursework. Students will be recommended for the award by their Thesis Advisory Panel. The KMS Panel shortlists nominated students who are invited to a 25 minute interview to assess verbal communication skills, commitment, enthusiasm, and plans for the future. The KMS Panel deliberates each candidate’s overall performance to select up to four prize-winners. Prize-winners will be required to give a 30 minute seminar at the end of their third year, which is open to all Chemistry staff and students.

7. DEPARTMENTAL INFORMATION

(a) Door Access Cards

You will use your student card to access external doors and internal corridor doors within the Chemistry Department. There is a form in your Induction Pack about Departmental Access which you should read carefully before signing and returning to the Chemistry Graduate Office. Please note, that NO LAB WORK WHATSOEVER SHOULD BE CARRIED out until you have completed a risk assessment and attended the Health and Safety training course. Prior to this, you should only use your card to access office areas during normal working hours (Monday to Friday 8.30 am to 6.00 pm). This is a Health and Safety regulation and there will be no exceptions to this rule. Your risk assessment should be done as soon as possible, and no later than a week after the Health and Safety training course. If you do not complete your risk assessment by this date, your door access may be revoked. If you are having problems completing your risk assessment (for instance, your supervisor is absent), contact the Departmental Safety Advisor, Moray Stark (moray.stark@york.ac.uk, ext 2537), as soon as possible. Your keycard will not allow you access to some areas that contain potentially hazardous apparatus (X-ray equipment, lasers, NMRs, etc.). If you need access to such areas, you will need to arrange appropriate specialist training and induction with your supervisor. In addition, if you require them, you may be issued with a laboratory locker key and a clothes locker key (you should check with the technician looking after your group, or with the block technician, on the availability of these lockers).

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(b) Experimental Officers and Technical Staff

Experimental Officers and technical staff are available in each block to help and advise where necessary. They are: Research and Teaching A Block (Lower) Laurence Abbott and Jin Wang (Laser) Adrian Whitwood (X-Ray) A Block (Upper) Heather Fish and Pedro Aguiar (NMR) B Block (Lower) Julia Walton D Block (Organic) Graeme McAllister and Amanda Dixon D Block (Analytical) Karl Heaton (Mass Spectrometry) E Block (Inorganic) Naser Jasim, Iman Khazal and Charlotte Elkington E Block (Organic) Emma Dux E Block (Liquid Crystals) Stephen Cowling F Block (Teaching Labs) David Pugh, Phil Helliwell and Helen Burrell F Block (Green Chemistry) Paul Elliott YSBL Johan Turkenburg (X-Ray)

(c) Chemistry Workshop Facilities The Chemistry Department has a mechanical workshop, electronics workshop and a glassblowing workshop, all located on the lower floor of A-block. The facilities and services provided by workshops are used by all research students and research staff and your supervisor / research group will be able to advise you further about this. The chief workshop technicians are: Mechanical Chris Mortimer Glass Blowing Abigail Storey Electronics Chris Rhodes

(d) Purchasing Chemicals and other Consumables

The University operates an electronic purchasing system, Yorkshire E-Purchasing (YEP). In order to purchase items you will need to set up a YEP account. All items purchased via YEP will need to be approved by your supervisor. Details about YEP can be found on the following web page: https://www.york.ac.uk/admin/supplies/eprocurement/. A catalogue of stock items on the can be found on the Stores counter and on the Chemistry departmental web page at: http://www.york.ac.uk/chemistry/internal/staffinfo/workchem/poundstore/stores Orders are delivered to Chemistry Stores for you to collect. The Stores staff are Steve Hau, Mike Keogh and Teresa Spayne. (e) Printing, Photocopying, Scanning and Faxing

The University operates multipurpose machines to for printing, photocopying, scanning and faxing. These are operated by York Print Plus (YPP). Costs for printing for research students are covered by your research group, who will show you which printers you have access to. You should speak to your supervisor about photocopying. You will need your student card to use the Departmental photocopier located in C/A115. Thesis photocopying should be paid for personally unless other arrangements are made with your supervisor(s). The YPP device in C/A115 (photocopier room) can be used to send faxes. You will need to provide a work order to be charged for use of the fax machine. The departmental fax number is 01904 322516.

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(f) Post

Mail boxes (A-Z pigeon-holes) for incoming post for research students are located in the Chemistry A-block foyer – you should check for new mail daily. If you are going to be away from the Department for an extended period of time, such as on an industrial placement, it is important that you ask a colleague to check your mail in the pigeon holes. Please remember to cancel any post when you leave the University. Outgoing post is collected several times each day from the trays placed by the racks of pigeon holes – all outgoing post needs to be ink-stamped using the stamp in the Head of Department’s Office (C/A121). For personal outgoing mail there is a Royal Mail post box close to the Chemistry Hub on Innovation Way. (g) E-mail and Social Media You will automatically be issued with a University of York email account when you enrol at the start of your course. If you have worked or studied at York previously, you will be able to retain your email address. It is very important that you check your email daily as most of the communication is carried out electronically. Should you have any enquiries about routine graduate matters please do not hesitate to email chemgrad@york.ac.uk where the Graduate Office staff will do their best to help you. A number of academic staff and students use social media and you are encouraged to engage with these activities, but are expected to ensure appropriate use of social media during your time at York. For more information see https://www.york.ac.uk/about/organisation/governance/governance-documents/ordinances-and-regulations/regulation-7/ (h) Graduate Noticeboard

This is located in the main corridor of Chemistry A-Block. You should check this regularly for new notices, e.g. course timetables, events, news, seminars, details of student representatives. Posters will also be displayed around the Department to notify you of events.

8. WELFARE

(a) General support within the Department

If you need help and advice which you feel your supervisor cannot provide, there are several people you can turn to:

i. your Independent Panel Member (IPM) ii. any representative on the Graduate School Board iii. the Graduate Student Support Officer (Dr Kirsty Penkman) iv. the Chair of the Graduate School (Dr Paul Clarke) v. the Deputy Chair of the Graduate School (Dr Anne Routledge) vi. the Skills Development Officer (To be confirmed) vii. Chemistry Graduate Admin staff (Alice Duckett, Rachel Crooks, Sharon Stewart) viii. your former supervisor if you carried out a previous degree at York ix. the Head of Department (Professor Duncan Bruce)

Concerns regarding supervision can be raised with your IPM at any time, in confidence if you prefer. With your agreement your IPM will discuss issues with your supervisor and attempt to resolve any problems. If issues remain unresolved, or if they recur, you should notify the Chair of the Graduate School (or Deputy Chair if your supervisor is the Chair)

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who will arrange to meet with you to discuss the issues and arrange an appropriate course of action. Additionally, there are appointed officers of the Graduate Students Association (GSA) and the staff of the University Counselling Service whom you may find helpful. You should seek assurance that your concerns will be treated in confidence if you wish; matters raised in this way will not be treated as formal complaints unless you state otherwise. (b) Health & Disabilities If you feel you have a health issue, or a disability that is affecting your work, there are a number of sources of support available to you and we recommend you seek advice. If you suffer from a health problem (e.g. an allergy that may be made worse by certain chemicals), it is important that your supervisor is aware of this. Professor Robin Perutz is the Departmental Disabilities Officer and can be contacted to discuss any concerns you may have, and for advice on where to go for further support. He can be contacted by email: robin.perutz@york.ac.uk or by telephone on extension 2549. (c) University Student Support and Welfare Services

The University's Student Support Network is designed to provide students with quick and easy access to a variety of sources of help and advice on all aspects of life as a student. Each college has a welfare team which includes the Provost and a College Dean who has special responsibility for student welfare. If you are a full-time student you will automatically be a member of a college and if you are a part-time student you can request this. You may approach your college welfare team for help and advice whether or not you are resident in the college at the time. Central support services available to all students include:

Research Student Administration Team (RSAT)

Graduate Students Association (GSA)

Accommodation Service

Counselling Service for Students (Open Door Team)

Disability Services

Student Support Hub

Equality and Diversity Office

Immigration Advisers

Harassment Advisers Contacts for religions and faiths can be found from the Chaplaincy website http://www.york.ac.uk/univ/chap/ or the Student Support Services website http://www.york.ac.uk/student-support-services/.

(d) The Graduate Students’ Association (GSA) - www.yorkgsa.org

The GSA is the primary representative body for all registered postgraduate students at the University of York and works hard to support postgraduates achieve their aim: gaining a postgraduate degree. This is achieved by:

Raising postgraduate views within departments through Postgraduate Academic Representatives, who act as a channel of communication between the University and fellow postgraduate students. If you would like to become a Postgraduate Academic Representative for your department contact advice@yorkgsa.org

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Providing support services that enhance student wellbeing, including: free sport sessions, trips, events and peer to peer groups. For further details on these services contact info@yorkgsa.org

In addition, for postgraduates who may find themselves with mitigating circumstances, problems with progression, or suspected of academic misconduct, the GSA can provide support and representation. If you require these services please contact advice@yorkgsa.org

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YOUR RESEARCH 1. ACADEMIC INTEGRITY

Students are strongly reminded that where unacknowledged material (plagiarism) is detected in their work, the principle of absolute liability is applied: the candidate is considered liable for the use of plagiarised material whether or not he or she has behaved (or intended to behave) dishonestly or unethically. The penalties for academic misconduct will depend on the seriousness of the offence. The minimum penalty will normally be a reduction of marks but you could fail their degree or be required to leave the University. If you have any queries about what constitutes academic misconduct, and in particular about the proper attribution of material derived from another’s work, you should seek advice from your supervisor or Chemistry’s Graduate Skills Officer. Please note that plagiarism software is not infallible and that the results can not guarantee that plagiarism had not been committed. You should not therefore rely on a negative result to claim that no academic misconduct had been committed. Research Integrity Online Tutorial As a University of York student, you are part of an academic community in which we all share and discuss ideas to develop and improve our own ideas. This is done freely but on the basis that we acknowledge the source of the ideas we are working with. The online tutorial on the Virtual Learning Environment (VLE) explains what is meant by research integrity and provides information on the key issues affecting every student. At the end of the tutorial there is a test. Guidance will be provided on this at a Departmental training session during the Autumn Term. All new graduate students must successfully complete the online research integrity tutorial before the first full TAP meeting at 6 months.

2. RESEARCH SUPERVISION AND PROGRESS

(a) University Policy on Research Degrees

Supervisors and other members of your Thesis Advisory Panel are responsible for ensuring that you receive training for the performance of original research of the highest possible quality. The professional relationship between a research student and their supervisor is highly individual and best practice must include scope for variation, but the same basic framework may be expected to be common to all. In addition, you should refer to the University’s Policy on Research Degrees: https://www.york.ac.uk/students/studying/manage/research-students/policy-research-degrees/ (b) Supervision Meetings You will meet with your supervisor(s) on a regular basis, the timing and format of such meetings will be agreed at your Student-Supervisor Introductory Meeting. The University requires a written record to be kept of supervision meetings twice per term and twice during the Summer Vacation (three times if you hold a Tier 4 visa). Blank forms are available in a number of locations in the Department for this purpose. When instructed by the Chemistry Graduate Office, you should take a blank form to the next existing meeting you have arranged with your supervisor for each of you to sign. You do not need to arrange a meeting especially for this purpose. Completed forms should be returned to the Chemistry Graduate Office (C/A142). Records of the meetings will be recorded on your e:Vision record and will be used by the University to measure your engagement with your studies. For those students holding a Tier 4 student Visa, records of supervision meetings will also be used to ensure you are complying with the conditions of your visa.

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(c) What you can expect from your supervisor(s)

Your supervisor(s) should provide an appropriate level of support and guidance to ensure that you are shown around the Department soon after arrival and introduced to people with whom you will work, or who will provide you with services. If you are new to York, your mentor will provide a guide to the wider campus and the York area.

Your supervisor(s) can check that your accommodation and financial support arrangements are satisfactory and help to solve any problems.

Your supervisor(s) should help you agree an appropriate programme of training.

Your supervisor(s) should obtain agreement of an appropriately qualified colleague (not necessarily in the same research area, but willing to take a close interest in your research project as it develops) to serve as the Independent Panel Member (IPM) and should ensure that the initial meeting of the Thesis Advisory Panel (TAP) takes place within the first few weeks after your arrival. The primary purpose of this first meeting should be to ensure that you have a clear plan for starting the research project.

Your supervisor(s) will ensure that Departmental procedures for Risk Assessment are followed and, where appropriate, the requirements for registration for work involving lasers, X-ray sources, radiochemicals or genetic manipulation are met. It is essential that you complete the on-line Risk Assessment before you start any research.

Your supervisor(s) should make arrangements for any specialised training needed for the research project and ensure that you are given proper instruction and guidance on safety, use of specialised instrumentation, computer facilities, etc.

Your supervisor(s) should instruct you on the keeping of research records, and on planning and producing regular progress reports.

Your supervisor(s) should arrange regular meetings to check progress, adjust research plans, and help solve problems. Individual one-to-one meetings, some formal, others informal, as well as research group meetings, should take place. At each TAP meeting you and your IPM will discuss your supervisory arrangements and complete the relevant part of your TAP Report Form.

Your supervisor(s) should ensure that meetings of your Thesis Advisory Panel take place at least every 6 months. Additional meetings may be needed in case of difficulty. Your supervisor(s) should provide guidance in the preparation of progress reports.

Your supervisor(s) will encourage you to take part in scientific conferences (local, national, and international) and to present research results when appropriate.

Your supervisor(s) will assist you in writing up completed research work that is thought to be worthy of publication and to submit the work without undue delay to the appropriate journals.

Your supervisor(s) will encourage you to complete your research on schedule and to allow sufficient time for writing your thesis. Guidance should be given on a plan for the thesis (structure, section headings, length, data to be included/excluded, organisation of references, appendices, etc.), including a timetable for its production. Your supervisor should read and provide critical/constructive comments on draft components of the thesis, on at least a chapter-by-chapter basis and without undue delay.

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Your supervisor(s) should make recommendations for the appointment of examiners about 8-12 weeks before submission of your thesis (i.e. at about the same time as you are submit your ‘Notification of Intention to Submit a Thesis’ via your E:Vision account).

On completion of the thesis, your supervisor(s) should arrange a practice oral examination (viva) for you.

Your supervisor(s) will ensure that you obtain guidance on careers and will encourage you to make career plans well in advance of graduation.

(d) Attendance If you are registered full time, you are normally expected to attend for a minimum of 37 hours per week during the normal working hours of the Department (between 08.30 and 18.00 on weekdays except observed statutory and customary holidays) and to carry out the majority of your research work during these times. Changes to the normal working pattern should have the prior agreement of your supervisor.

It is recognised that there is considerable variation both in the nature of the research work conducted between research groups and in the availability of facilities required by the research. You may, therefore, be required to work out of normal hours. In such cases you and your supervisor should agree mutually acceptable arrangements. If it is not possible to reach agreement, your supervisor should refer the matter to the Chair of the Graduate School Board who will solicit written statements from both parties and recommend a solution. You will be offered the opportunity to accept the recommendation. Failure to agree to a reasonable request may lead to you being considered unsuitable to continue on the research programme. In addition to the normal working arrangements, you are free to work at other times subject to compliance with the Departmental Safety Policy and the agreement of your Supervisor. Absences due to illness require either self-certification or a medical certificate in accordance with the University policy. Those arising from compassionate problems should be notified to your supervisor or the Chair of the Graduate School. http://www.york.ac.uk/students/support/health/selfcert/ Failure to provide the relevant certification will lead to the absence being considered as unauthorised. Postgraduate students are entitled to take holiday of up to eight weeks in any one year, including public holidays. However, the timing of any holidays should be discussed with your supervisor before any bookings are made. If you hold a Tier 4 visa you should also notify the Chemistry Graduate Office of any dates that you are going to be away from York, for whatever reason in order to comply with the requirements of your student visa. (e) Use of Equipment Before you use an instrument for the first time, you should obtain the permission of the member of staff or technician responsible and ensure that you have been trained appropriately. Training sessions will run for most instrumentation in the Autumn term but there may be some equipment for which you will need to request specific training. (f) Research Notebook One of the first things you should purchase is a notebook in which to keep a record of your research work. It is vitally important that you quickly establish the habit of keeping a daily record of everything you do in the lab and there is no satisfactory substitute for this. Stores keep a good stock of A4-size notebooks with numbered pages and removable duplicate

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pages which are particularly recommended. The value of duplicate records, kept separately from the original, will be appreciated by anyone who has lost a lab notebook or seen it destroyed. You should ask your supervisor for guidance on record keeping as the level of detail required will depend on the type of work described. If in doubt, write it up in your notebook (expect to fill several during the course of your degree – they are not expensive!). You should always include the date. Always have your notebook with you when you have meetings with your supervisor and TAP, and include references to other data and records (e.g. spectra, microanalysis reports, computer files) that you keep elsewhere. The importance of good data management and security (e.g. backing up computer files) increases progressively and it is only sensible to establish good practices from the outset. The research notebook should be the centre-piece of your system of record keeping and data storage. (g) Attendance at Conferences Attending and presenting papers at conferences is an important aspect of research. Conferences are an ideal opportunity to meet, listen to, and talk to other chemists working in your field. You are encouraged to keep a look out for interesting conferences and to discuss, with your supervisor(s), the possibility of attending them. Funding towards conference attendance

Most PhD students have £160 per annum for 3 years towards conference expenses. If you have external funding for your PhD the amount will vary.

All unspent funds may be carried forward into the following year

Departmental funds are limited, and you should seek financial support from your supervisor(s) and from the conference organisers before requesting Departmental support.

Financial support in your 2nd and 3rd year will be conditional on you presenting your own research results (e.g. in a poster session) at the chosen conference.

You must complete a standard ‘Request for Conference Funding’ form and have it countersigned by your supervisor before attending a conference. Forms are available to download from; http://www.york.ac.uk/chemistry/internal/gradinfo/conferencefunding

The form should be returned to the Chemistry Graduate Office (C/A142). You will be emailed once approval has been granted.

You should familiarise yourself with the guidance for travel booking: http://www.york.ac.uk/chemistry/internal/gradinfo/conferencefunding/

Expenses claim forms (gold) are available from the Photocopy room (C/A115). Claim forms will only be accepted for which prior Departmental Support approval has been obtained from your supervisor and Chair of the Graduate School Board. Full receipts must be provided with all claims for reimbursement of expenses.

There are also external sources of conference funding, such as that commonly available from the organisers. For example, for conferences administered by the European Science Foundation, see http://www.esf.org/ or e-mail euresco@esf.org. The Royal Society of Chemistry often makes bursaries available to graduate student members for attendance at its conferences, see http://www.rsc.org and some conferences offer discounts for RSC membership.

(h) Research Group Meetings and Presentations You are required to attend your own research group meetings, and if you have an interdisciplinary chemistry project you will be expected to attend meetings from more than

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one group. You are expected to give presentations on your own research work at these meetings, and attend and take part in the presentations of others. (i) Publication of Research Another important aspect is the publication of your research. You are encouraged to take a full part in preparing your research for publication. You should aim to have at least one paper published or accepted in a high quality journal prior to the submission of your PhD thesis. You can include publications as a major part of your first and second year TAP reports. The Chemistry Department runs a session in Year 1 on writing scientific reports and in Year 2 on writing scientific papers, which you are required to attend.

3. RESEARCH PROGRESS MONITORING

(a) Supervisor and Thesis Advisory Panel (TAP)

Your principal adviser(s) in your research will be your supervisor(s). If you are sponsored

by industry, you may also have an Industrial Supervisor. You will also have a Thesis Advisory Panel (TAP) consisting of your York supervisor(s) and an Independent Panel Member (IPM). You will meet with your Panel formally every six months. At each meeting, a TAP report form should be completed and submitted to the Chemistry Graduate Office who will upload your TAP forms to E:Vision. It is a University requirement that a TAP meeting takes place every 6 months, even, or especially, if progress is slower than expected. A TAP meeting should not be seen as a daunting prospect, rather an opportunity to discuss your research progress, and identify and address any concerns you or the Panel may have. Your IPM will give you the opportunity to discuss aspects of your supervision, independently of your research supervisor, at each of the TAP meetings.

You should take the lead in arranging the TAP meetings where possible. A productive relationship with your supervisor(s) and with your IPM is critical to the success of your research. It requires your efforts as much as those of your supervisor(s). When arranging your TAP meetings, you should speak to your supervisor about what you should prepare for each meeting. You will be asked to prepare a report on your research – the end of year meetings will require a more substantial written report than the mid-year meetings, unless your confirmation of registration is being considered at 18 months, and you should discuss this with your supervisor in advance so you know that they are expecting from you. To ensure that you keep on track with your studies, you should also prepare a timetable for each meeting (except the 6-month meeting) detailing your overall work plan, up until you submit your thesis.

i. TAP Report Forms

A University TAP Report Form should be completed for every TAP meeting (except the initial meeting where a Departmental form is provided). The TAP form has three sections: Part 1 should be completed by you before the meeting, Part 2 is completed by the TAP during the meeting, and Part 3 is the confidential review of supervision which you should complete and discuss with your IPM.

ii. Confirmation of Enrolment for PhD Students

All PhD students are initially enrolled on a provisional basis – enrolment is confirmed once you have demonstrated sufficient progress with your research. You will be required to prepare a substantial written report and defend your work in an oral examination with your TAP, chaired by your IPM.

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You have up to two attempts at the Confirmation process. The first attempt should take place within 18 months of the start of your PhD (36 months for part-time students). If your TAP agrees that your project requires extra work before your enrolment is confirmed, they will provide you with clear feedback so you know what you need to address before a second attempt is made. This second attempt will be audio recorded, and should take place within 3 months of your first attempt. A final decision whether or not to recommend confirmation MUST be taken by the end of Year 2. If enrolment is not confirmed at the second attempt, and there are no evidenced mitigating circumstances to support an extension request, then continuation on the PhD programme is no longer possible and a request to transfer to an MPhil programme may be considered. Once the TAP agrees to confirm enrolment, the appropriate form must be completed and signed in addition to the TAP form. The completed forms and the timetable for completion should be submitted to the Chemistry Graduate Office, so Departmental and University approval of the decision can be obtained TAP forms, Confirmation forms and general guidance about the TAP process can be found on the Departmental web pages for graduate students: http://www.york.ac.uk/chemistry/internal/gradinfo/forms/

(b) Professional Development Plan (PDP)

The PDP is a record of the skills you develop throughout your research programme to prompt you to reflect on and discuss your personal, professional and career development. After completing an initial Training Needs Analysis, you can then review and update your PDP throughout your degree programme. The PDP will also be reviewed as part of the Confirmation of Enrolment process. Further information can be found on the web page below, and will be introduced at the Becoming an Effective Researcher sessions that all research students are required to attend: http://www.york.ac.uk/admin/hr/researcher-development/students/professional-development-planning.htm

(c) Mock Oral Examination for PhD and MPhil Students

If you are a PhD or MPhil student, it is a Departmental requirement that you are offered the opportunity for a practice oral examination (viva) at an appropriate point around the time you submit your thesis. You will be required to demonstrate an understanding of general topics both in and related to your research area, together with an awareness of other current developments in chemistry - particularly within this Department. Your supervisor(s) will arrange a suitable date and time for your mock viva. Your TAP meetings and the confirmation of enrolment process should also help you to prepare for your viva examination.

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WRITING, SUBMISSION AND EXAMINATION OF YOUR THESIS

1. EXTENDED REGISTRATION FEES FOR MPHIL/PHD STUDENTS

The normal enrolment periods for MPhil and PhD are as follows: PhD: 3 years full-time, 6 years part-time (unless you are enrolled on a 4-year programme) MPhil: 2 years full-time, 4 years part-time If you do not submit your thesis within the normal enrolment period you are allowed a further period of up to one year in which to complete and submit your thesis. However, you should aim to submit as soon as possible after the end of your normal enrolment period and treat the fourth year as a contingency.

Research students who continue to study beyond their normal enrolment period will be charged an Extended Registration Fee each year to retain access to University facilities. For students extending their registration in 2015/16 this will be £285.

2. UNIVERSITY REGULATIONS RELATING TO THESES

(a) Length of Theses The length of your thesis will depend on the nature of your research and your results. Your supervisor will advise you throughout your writing process and will provide guidance as to the level of detail you should include. It is recommended that a PhD thesis should normally be no less than ~30,000 words and no more than 100,000 words (including tables, figures and references). An MPhil thesis should normally be between 20,000 words and 75,000 words. The University does not provide guidelines for the length of a thesis for an MSc by research but the Department recommends a length of between 15,000 and 40,000 words.

(b) Presentation of Theses A summary of the requirements can be found below. However, it is essential that you consult the Registry Services website before preparing your thesis: https://www.york.ac.uk/students/studying/manage/research-students/presentation-binding/ https://www.york.ac.uk/students/studying/manage/research-students/theses-dissertations/ The presentation of all theses and dissertations (MSc by research, MPhil and PhD) must meet University requirements for the presentation of theses and dissertations as specified at the links above. Examiners' reports will not be ratified until any typographical corrections or textual revisions specified by the examiners have been carried out to the satisfaction of at least the internal examiner and one copy of the thesis, bound and lettered fully in accordance with the requirements of the regulations, has been deposited with Registry Services and an electronic copy uploaded to the White Rose e:thesis repository. Please check with your supervisor whether they would like a copy, in which case, you will need to print an additional copy.

(c) Availability of Hard Copy Theses None of the material in a thesis may be reproduced without the author's consent during the five years following the award of the degree. Every candidate shall be invited to sign a declaration giving permission for reproduction and granting powers of discretion to the Librarian to allow the thesis to be copied in whole or in part without further reference to the author. This permission covers only single copies made for study purposes, subject to

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normal conditions of acknowledgement. A copy of this document shall be attached to the copy of the thesis deposited in the University. There may be reasons why the publication of your work may need to be delayed (d) Availability of Electronic Theses You should discuss the implications fully with your supervisor(s). The University can make provision for theses to be withheld for 2 years from the date of submission but this needs to be explicitly requested in advance. (e) University Ordinances and Regulations The Ordinances and Regulations contain full details of ordinances relating to the Constitution of Boards of Studies, the Graduate Student’s Association, University Examiners and Examinations, etc., and the full regulations for higher degrees, residence, and payment of fees, etc. The University Ordinances and Regulations can be found on the York Web at: http://www.york.ac.uk/about/organisation/governance/governance-documents/ordinances-and-regulations/ Regulation 2 refers specifically to Research Degree Awards: http://www.york.ac.uk/about/organisation/governance/governance-documents/ordinances-and-regulations/regulation-2/

3. SUBMISSION AND EXAMINATION OF THESES

Following submission of your thesis, PhD and MPhil candidates will be given an oral examination (viva) with at least two examiners. MSc by Research candidates may be given an oral examination at the discretion of their examiners. In all cases, examiners will provide a report detailing their recommendations, and any revisions that they require the candidate to make to the thesis. You should be aware that it is a University requirement that all oral examinations are audio recorded. Only the viva examination itself is recorded, not the discussion between the examiners following the viva. It would only be listened to in the case of a student appeal. Recordings have the status of an examination script. They are stored securely and destroyed after twelve months. Full details are available on the web: https://www.york.ac.uk/students/studying/manage/research-students/policy-research-degrees/#appendix2 If the examiners recommend that minor corrections are made, PhD and MPhil candidates have three months to complete these, MSc by Research applicants have one month. You should ensure your internal examiner receives the corrections within the specified time frames, and the internal examiner will then have two weeks in which to check and approve them. If examiners recommend revisions that are more than minor corrections then a thesis may be referred for resubmission and a candidate will have a longer period of time in which to complete the revisions. Full details are available in the Policy for Research Degrees and will be communicated to you at the time you submit your thesis. https://www.york.ac.uk/students/studying/manage/research-students/policy-research-degrees/

4. COMPLAINTS AND APPEALS A complaint relates to any service received, and appeal relates to a decision reached. Full details on how to make a complaint, or appeal a decision can be found on the University web pages: https://www.york.ac.uk/students/help/appeals/