Postgraduate Administrative Arrangements Brief for Supervisors Rick Kiralfy Head of the College...
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Transcript of Postgraduate Administrative Arrangements Brief for Supervisors Rick Kiralfy Head of the College...
Postgraduate Administrative Arrangements
Brief for Supervisors
Rick Kiralfy
Head of the College Postgraduate Office
1st Floor David Hume Tower
George Square
Management Information Flow Key Admin Processes University Level Support Useful References Reminder “Do’s and Don’ts”
The timelines shown in the presentation refer to full-time PhD study, and are different for MPhil or part-time study
Format….
•The University has a Senatus PG Studies Committee structure
•Each College has a Dean of PG Studies, a College PG Studies Committee, and a PG Office
•Each School has a PG Director and a School PG structure
Senate PGSC
College PGSC
School PGS
x3
x11
Your School admin focus is through your PG Office, but the College PG Office is also here to help
Re
gul
atio
ns &
Gui
dan
ce
Issu
es a
nd
Pro
po
sals
Regulations? Guidance?
“Playing Space”
Regs RegsGuidance
Mandatory MandatoryDiscretionary
• Regulations tell us what is required – no discretion• inc: DRPS, Exam Regulations
• Guidance inform us about best practice based on experience
AdmissionsApplications come via EUCLID
Communication with student is electronic
At least one supervisor appointed pre-offer2nd no later than 2 months in
Nurturing during lead-up to matriculation
Induction phase very important
The applicant phase is the start of getting to know your student
Interruptions/Extensions Interruptions “stop the clock”; fees “stop” too
Extensions add extra time; extra fee
Both require a case to be made, with evidenceCannot be made retrospective IoS cumulative maximum for PhD is 60 monthsApproval authority: College PG Dean ONLYRequest does NOT equal automatic approval
Must have Research Council support if applicable
Be alert to your student’s potential lack of progress in good time. Get students to keep you in the picture. Monitor and document progress.
Leave of Absence Leave = work away, NOT a holiday!
Students to be in Edinburgh during PPoS, unless granted leave; PG Director can recommend up to 15 months
Supervisor applies on student’s behalf
Appropriate supervision/facilities must be available to the student whilst on leave
Tell the College Office (standard form), as we need to confirm to student and to Registry
Be alert to absence of student from Edinburgh
Withdrawals/Terminations Supervisor can apply on student’s behalf:
Reason for withdrawal must be given
Independent letter from student will be sought if not provided
If as a result of student deciding career choice was wrong, best if happens in first year
Initiated by College Office when:Student has gone away (ie no contact), fails to submit,
fails to make corrections, or fails to resubmit
Be alert to lack of expected contact, try to get in touch, tell PG Director and College if none forthcoming
Annual Reports Done towards end of 1st, 2nd and 3rd year
Timeliness is essential
Need to identify: Whether on track or with shortfalls
Plan way ahead
Comment on shortfalls mentioned in previous report
Tell the student - feedback
Timely annual reports are vital to monitoring progress and managing remedial actions.
Writing Up Year – The Thesis Expectation is that student will submit well before the 12 month point
Student should aim to complete in 3 years, but with the 4th year being a contingency period
Supervisor must keep in contact Arrange how, before writing up period starts
NITS Before submitting, student should consult with supervisor about adequacy of
thesis, BUT this is not compulsory
Student tells college 2 months before submission
College initiates getting examiners and sending thesis.
Head of school nominates examiners, in consultation with supervisors (1 Internal, 1 External
Encourage student to submit thesis on time
Examination Student has no right to veto examiners
Examiners review thesis (Part 1 report); and then conduct Viva (Part 2 report)
Internal examiner usually makes arrangements for oral Supervisor(s) can attend oral as ‘observer’ if student agrees Non-Examining Chair preferred College exam committee decides result Student and supervisor informed
College authorises exam result. Do not assume viva recommendations will be final
Appeals and Complaints Students may appeal when they:-
Alert UoE about personal difficulties previously not known Feel they lacked the resources to complete the project Feel they have had inadequate supervision Feel they were not fairly examined
Students may complain when they:- Would otherwise appeal, but lack the grounds Miss milestones, fall behind and submit poor work Fall out with their supervisor Have a grievance (eg plagiarism) Have paid money but not got a degree
This does not mean that all students must pass, but supervisors must demonstrate due diligence and schools must provide appropriate resources
University Level Support:
Disability OfficeCareersChaplaincyHealth ServiceInternational OfficeScholarships & Student Finance OfficeStudent’s Association (EUSA)Advice PlaceStudent Counselling
PGR SUPERVISOR DO’s and Don’ts
Please see Handout
These tips help you to help
the student, and help both of you to steer away from problem areas
Guide to PG Administration
Essential information is on the webHard to know where they areIndexed College “links” Page
Alphabetical orderEasy to navigate, links to “Golden Copy”Routine updatesCan add topics quickly
Available from PG Office Home Page
http://www.hss.ed.ac.uk/Postgraduate/infostaff/PraticalGuide/guide.html#c
Click Here
Click Here
Click on theLinks as required
Click on letter to go there
The Last Word
Although your first point of contact will usually be your own school PG Office, please seek our advice
when you need to
The College PG Office is here to help
College PG Office Web Page: www.hss.ed.ac.uk/Postgraduate/
PG Admin Index Page: http://www.hss.ed.ac.uk/Postgraduate/infostaff/PraticalGuide/guide.html