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UCD SCIENCESTAFF AND STUDENT

GUIDANCE AND POLICIES

ON GRADUATE RESEARCH

DEGREE PROGRAMMES

ACADEMIC YEAR 2018-2019

University College DublinIreland’s Global University

UCDCollegeofScienceCollegeofScienceGraduateSchool

Graduateresearchdegrees,August2018 www.ucd.ie/science


Staff and Student Guidance and Policies on Graduate Research Degree Programmes

Academic Year 2018-19 Also available at: http:/ /www.ucd.ie/science/study/collegeofsciencegraduateschool/


Graduateresearchdegrees,August2018 Page2 www.ucd.ie/science

Welcome 1. Introduction 3 2. Key Contacts 4 Preliminaries for Graduate Research Studies 3. IT 5 4. Research Ethics 5

The PhD Programme 5. The Structured PhD Programme 6 6. Supervision 6 7. Doctoral Studies Panel 7 8. Research and Professional Development Plan 9 9. Mandatory Credits 9 10. Stage Transfer 11 11. Leave of Absence 12 12. Extensions 12 13. Working hours and Holiday Entit lements 13 14. Guidelines to Thesis Preparation 14 15. Thesis Examination 14 16. Collection of papers as Thesis 16 17. Student Welfare and Student Life 17 18.University Facili t ies and Campus Maps 18 19. Important policies 19 Appendix 1: Checklist for PhD student 20 Appendix 2: Relationship between supervisor and student 21 Appendix 3: College of Science PhD modules 25



Welcome1. IntroductionWelcometoUCDCollegeofScienceThishandbookprovidesguidelinesoncompleting the structured researchdegreeprogrammes inthe College of Science. It includes policies and requirements for students based in the College.However,wearecontinuouslyseeking to improveourprogrammesandthus theserequirementsmaybesubjecttochangefromoneyeartothenext.Studentsshouldconsultthishandbookeachyear; it will be updated before the beginning of each academic year in response to evolvingUniversityregulationsandongoingprogrammereview.It isessential thateachstudent isawareof the requirements forundertakinga researchdegree.Moreover,itistheresponsibilityofeachstudenttobeproactiveinrelationtoprogressingintheirresearchdegree.Ifyourequireclarificationaboutanyofthecontentinthisdocument,youshouldfirstcontactyoursupervisor,yourDoctoral/MastersStudiesPanel,theacademicwithresponsibilityfor overseeing graduate research programmes in your School, School Manager or the ScienceGraduateSchoolManager(contactsarelistedinthenextsection).TheCollegehassevenSchoolsandeachSchoolvariesslightlyintermsofthespecificrequirementsplacedonstudentspursuingaresearchdegree.However,allprogrammesfallwithintheframeworkof this document which provides core guidelines for Schools in relation to research degreeprogrammeswithinCollegeofScience.AchecklistforresearchstudentsprovideinAppendix1.ThePhD programme is developed within the framework of the UCD’s academic regulations forstructuredPhDs.



2. KeyContactsintheCollegeofScienceGraduateSchoolDirectoroftheGraduateSchool AssociateProfessorPaulMcCabe [email protected] 7162551GraduateSchoolManager [email protected](b)KeyContactsinSchoolsSchoolofBiologyandEnvironmentalScienceRachaelReenan [email protected] 7162395SchoolofBiomolecular&BiomedicalScience GeraldineNeylan [email protected] [email protected] 7162132SchoolofComputerScienceImeldaHuggins [email protected] [email protected] 7162331SchoolofMathematicsandStatisticsNuriaGarciaOrdiales [email protected] [email protected] 7162361



PreliminariesforGraduateResearchProgrammes

3. ITUCDITServicesprovidevirtualand/orface-to-facesupportforsetupandongoingcomputingrequirements,including registrationofnew laptops/PCs to theUCDnetwork,emailaddresses, research servers,etc. Formoreinformation,pleasevisitITServiceswebsite(www.ucd.ie/itservices/)UCDE-mailaddressAnyofficialUCDe-mail sent to studentswill be addressed to theirUCDConnect address. UCD registeredstudents are automatically given a UCD network username and password when registering with theUniversity.ContacttheHelpdeskatextension2700forassistance.The official email address will be maintained in each student's record, from which distribution lists arecompiled.StudentscanarrangetohavetheirUCDConnectaccountredirectedtoanotheraddressorserviceproviderbutstudentsshouldnotethatitistheirresponsibilitytoensurethatthisalternatemailboxisviableandthatallemailsareredirected.StudentsareresponsibleforregularlycheckingtheirUCDConnectemailaccountand,wherenecessaryactinguponemailsinatimelyfashion.UCDITServiceswillneveraskforyourusernameandpassword,oranypersonalcredentialsbyemail.VisittheITServicessecuritypagesformoreinformationon'phishing'.4. ResearchEthicsResearchethicsapplies toallmembersof theUCDcommunitywhoconduct research that involveshumanand/oranimalsubjects.Prospectiveresearchersmustreadthepoliciesandguidelinesontheresearchethicswebsite(www.ucd.ie/researchethics).



ThePhDProgramme5. TheStructuredPhDProgrammeThestructuredPhDenablesstudentstoachievethebestpossibleexperienceofgraduateresearchandtraining.Makinga substantialandoriginal contribution toknowledge,normally leading topeer-reviewedpublicationsremains the core objective of doctoral studies. Our structured PhD includes several innovative measuresdesignedtosupportyouinachievingyouracademicandprofessionalobjectives.AssessmentfortheawardofaPhDismadeonthebasisofathesisandvivavoceexam.6. SupervisionTheUCDPhDisgenerallya4-yearstructuredprogrammewithregularmonitoringofthestudent’sprogressby the supervisor(s). Supervision is a crucialpartofdoctoral training. The relationshipbetween supervisorand research student is an essential feature of graduate education. The role of the supervisor is toencourage, challenge and support the student to ensure the student develop the relevant skills andattributes.Boththestudentandthesupervisorcontributetothisrelationship-good,opencommunicationisthekeytomanagingtherelationshipbetweenthesupervisorandresearchstudent.AtthebeginningoftheResearchProgramme,bothpartiesshouldnegotiatehowtherelationshipwill functionon issues.Formoreinformationonthispleaseseeappendix2SupervisorresponsibilitiesThemaindutiesandresponsibilitiesoftheprincipalsupervisorareasfollows:

• Act as the main source of research supervision, provide mentoring, guidance and advice for thestudentthroughouttheirresearchdegree;

• Meetregularlywiththestudent;• ParticipateintheDoctoralStudiesPanel(DSP).

Forfurtherinformation,pleaserefertothePolicyDocument‘CodeofPracticeforSupervisorsandDoctoralStudents’:https://www.ucd.ie/graduatestudies/currentgradstudents/policiesregulations/



7. DoctoralStudiesPanel/MastersResearchPanelPurposeoftheDSP/MRPprocess:ThepurposeoftheDoctoralStudiesPanelistosupportandenhancethesupervisor-studentrelationship,tomonitortheprogressofthestudentthroughtheirdoctoralstudies,andtoprovideadviceandsupporttostudentandsupervisor(s).Thesearenominatedwhenthestudentisapprovedforadmission.MembershipofDSP/MRP:TheDoctoralStudiesPanel/MRPcomprisesof:

• thePrincipalSupervisor,• anyadditionalsupervisor(s),• andanumberofadvisers(atleasttwobutnormallynomorethanfour).OneofthesewillbeChair.

MeetingFrequency:TheCodeofPracticeforSupervisorsandResearchDegreestudentsstatesthat:

• aminimumofoneDSPmeetingshouldtakeplaceeachyearofthestudent’sstudies.• theDSPshouldnormallymeetwithin3monthsofthestudent’sinitialregistration,toreviewthe

student’sResearchandProfessionalDevelopmentPlan-theSupervisorshouldinitiatethismeeting.• inadditiontothefirstmeetingatleastoneadditionalDSPmeetingshouldbeheldinyear1ofthe

student’sregistrationandforPhDstudentsaDSPmeetingshouldnormallybeheldatleast2monthsbeforetheStageTransferAssessment-schedulingoftheseDSPmeetingsshouldbethestudent’sresponsibility.

• thestudentoranothermemberoftheDSPmayconveneameetingofthepanelatanystage(withappropriatenoticetoallconcerned)ifitisconsidereddesirableornecessarytoaddressanyrelevantissuethatmayarise.

Scope:

• Ensurequality,rigourandequityofthesupervisionprocess,• Advisethestudentontheirprofessionalandpersonaldevelopmenttrainingandmonitorprogress

againsttheirResearchandProfessionalDevelopmentPlanatleastonceayear• Provideappropriateacademicexpertiseandwhereappropriatefacilitateaninterdisciplinary

perspective,• ProvidetemporarysupporttothestudentinthecaseoftheunforeseenabsenceofthePrincipal

Supervisor,• Intheeventofdifficultiesarisinginthesupervisor-studentrelationshipthePanelwillseektoresolve

suchdifficulties.DSPscanbeconvenedwithouttheSupervisorattherequestofthestudent.Wheremattersareunresolved,theywillbereferredtotheacademicresponsibleforgraduateresearchstudentsintheSchoolorDirectoroftheGraduateSchool,

• Whereissuesariseinrelationtoprogress,ensurethatthestudentandPrincipalSupervisorarefullyawareoftheissuesandhavehadanopportunitytoaddresstheminatimelyfashion.

• ToensurethatthestudentisfamiliarwiththeassessmentcriteriawellinadvanceoftheassessmentandknowswhatisrequiredforStage1toStage2assessment(i.e.requiredreports,presentations,interviewetc.),

• ToofferadditionalspecificsupportforstudentsorsupervisorswhichtheCollegeGraduateSchoolBoardmayrequest.



MeetingReportshttp://www.ucd.ie/graduatestudies/currentgradstudents/researchphdsupport/researchandprofessionaldevelopmentplanrpdp/TheDSPshouldensurethatthestudentisdevelopingandmaintainingtheirRPDPinconsultationwiththeirsupervisor(s)andDSPmembers.

• ThestudentshouldcompleteareportofeachDSPmeeting,usingtheRPDPdocumentasatemplate,andshouldsubmitacopyofthis,signedbythemembersoftheDSPandindicatingtheapproximatedateofthenextmeeting,tothedesignatedAdministratorintheSchool;thesereportsshouldalsobeuploadedtothestudentrecordbythestudent.

• TheChairoftheDSPshouldwriteareportonthekeyrecommendationsofDSPmeetings.Copiesofthisshouldbeforwardedtothestudent,supervisorandtheSchool/ProgrammeOffice,asappropriate.Inmostcasesthereportsshouldbebriefbut,wherethereareissuesrelatingtostudent’sperformance/progress,thereportshoulddocumenttheissues/weaknessesandtheadvicegiventothestudenttoaddresstheproblems.Insuchcasesafollow-onDSPshouldbearranged.IfaproblemisdetectedattheDSPmeeting,theSchoolHeadofGraduateStudiesshouldbenotified.ThesereportsshouldalsobeuploadedtothestudentrecordbytheChair.

Formoreinformationondoctoralandresearchmasterspanels,goto:https://www.ucd.ie/t4cms/dstudies_tor.pdf



8. Research and Professional Development Plan (RPDP) ResearchandprofessionaldevelopmentplanningisanintegralpartofthestructuredPhDprogrammeandvaluableforresearchmastersstudents.Thepurposeofsuchplanningistoensurethatyourworkisclearlyfocusedonachievingyourresearchandprofessionaldevelopmentgoals.ThiswillplayamajorpartininformingthetrajectoryofyourPhDresearch,andinyourtraininganddevelopmentasaresearcher.Yourplanswillformthebasisofdiscussionsatyourmeetingswithyoursupervisorandyourstudypanelandwillbecentraltothepreparationofthemandatoryreportsfromthesemeetings.GuidelinestoassistyouinproducingResearchandProfessionalDevelopmentPlansaredownloadablefromhttp://www.ucd.ie/t4cms/RPDPScience.pdfTherearethreemaincomponentstotheRPDP:

1. TheResearchPlan–Thisprovidesthestudentwithaclearresearchfocusandacoherentresearchplan.

2. The Professional Development Plan – This enables the student to identify the skills important totheirresearchandcareer.

3. TheDoctoralStudiesPanelMeetingRecord–AmandatoryoutcomeoftheDSPmeetingswillbeaformal recordof thestudent’s researchandprofessionalplansandprogress todate.Thiswillalsoinformthetransferassessment.

FurtherdetailsandRPDPformsareavailablefordownloadfrom:http://www.ucd.ie/t4cms/RPDPScience.pdf

9. Mandatory30creditsforPhDstudentsUCD operates a credit-based system for accrediting taught modules acquired during the structured PhDprogramme.AllPhDstudentsarerequiredtotakeaminimumof30creditstobeaccumulatedthroughouttheirdoctoralstudies.Theaimofthesetaughtmodulesaretofacilitateresearchaswellastoprovideyouwith important transferable skills enhancing your career development. Your School or Programme mayrecommend or require certain modules, please check with your Supervisor. Unless your School orprogrammestipulatesspecificcourses,youmaychoosefromthefullrangeofmodulesavailablethroughouttheUniversityinconsultationandagreementwithyourPrincipalSupervisorandyourDSP.TheScienceGraduateSchoolmanagesmodulesdesignedspecificallyforresearchstudents;anddetailsaregiven in appendix 3. Further modules taken by science graduate research students can be found onhttp://www.ucd.ie/graduatestudies/researchstudenttrainingsupport/StudentsareencouragedtoavailoftheopportunityofferedbytherangeofdisciplinespecificandtransferableskillsmodulesbutUCD’spolicyonRecognitionforPriorLearningappliestoPhDstudents.Furtherdetailscanbefoundonhttp://www.ucd.ie/governance/resources/policypage-rplpolicy/.ThisapplicationwouldneedtobediscussedwithyourDSPandbeapprovedatSchoolandGraduateSchoollevel.Toregisterformodules,youmustcompleteamoduleregistrationformwhichisavailablefromyourSchoolafteragreementwith themoduleco-ordinatorandyour supervisor.This formshouldbe returned toyourSchoolofficewhowillregisteryoutoyourchosenmodules.Being fully registered to a module means that you must attend classes, complete assignments andassessment and youwill earn credits for this which will be shown on your final transcript. Students can



undertakemodules forauditwhichmeansattendingclassesbutnotdoingtheassessmentorassignmentsbutyouDONOTreceivecreditsforthis.Pleasenotethatonceregisteredforamodule,ifforanyreasonyoudonotcompleteandhavenotofficiallywithdrawn from this module within 6 weeks, a NG grade received will be entered onto your universityrecord andwill appearon your transcript. Towithdraw fromamodule, please contact your School officewithin6weeksofthecommencementofthemodule.NORETROSPECTIVECHANGESCANBEMADE.

Fordetailedinformationonanymodule,includingassessmentstrategies,pleasefollowtheseinstructions:

• Gotowww.ucd.ie/students/course_search.htm• Select/find2018/19Modules+‘KeywordSearch’options• Check“AllInformation’andLevel1,2,3,4and5filters

ModulelevelsThe first number of themodule code indicatesmodule level.Most PhD students find Level 4+ (Masters+level)academicandresearchskillsmodulesmostuseful. However,a limitednumberofLevel1-3maybeappropriateincertaincases,forexampleifyouneedtolearnsomethingfromoutsideyourundergraduatediscipline.Studentsmustconsultwiththeirsupervisorbeforesigninguptomodules.ModuleregistrationPlease make sure you register for every module you participate in; you will not be able to registerretrospectivelyforanymodules.Asitisnotpossibletoregistertomodulesyourself,youmustcompletethemoduleregistrationformandreturnittoyourSchooloffice.YourPrincipalSupervisormustsignthemoduleregistration form and if the module is provided outside of your School, permission must be sought inadvanceofregistrationfromthemodulecoordinatorforitssuitability,andalsooutofcourtesy.Modulesatotherinstitutions(ExternalCredits)Withprior approval from their supervisor, research studentsmay register tomodules outside ofUCD forcredit. AswithmodulestakenwithinUCD,supervisorsmustsignoffonthemodulebeingappropriateforthe academic development of the student. The institution must also provide official confirmation ofsuccessfulmodulecompletion.TheSchoolwillthenmakearecommendationtotheGraduateSchoolBoardthatthestudentreceivesappropriatecredittowardtheirmandatory30creditrequirement.IfastudentorSchoolisinanydoubtaboutwhethertheGraduateSchoolBoardwillsanctioncreditforaspecificexternalmodule theymust check in advance before proceeding with undertaking themodule. Details of thesemoduleswillappearonyourUCDrecord.Pleasenotethatconferencepresentation/attendancewillnotbeconsideredforcredit;thisisanormalpartofongoingdoctoralstudentactivity.Forsimilarreasons,researchvisits/labworkatanotherinstitutionwillnotnormallybeconsidered for credit. Students shoulduse theirRPDP to recorddetailsofanycoursesormodulestheytakeoutsideofUCD.TransferableskillsforgraduatestudentsUCD also offers some short courses andworkshops on transferable skillswhich are targeted at students’professionaldevelopment.Thesearelistedonyourdiplomasupplement,buttheydonotcounttowardsthemandatory credits of the PhD programme. Topics include data management, career development,innovationandentrepreneurship,projectmanagement,ethicsapprovalamongstmanyothers.Inaddition,UCDCareerDevelopmentCentrehascareerconsultantswhoareabletodirectyoutoo.Moreinformationisavailableat:

• www.ucd.ie/graduatestudies/researchstudenttrainingsupport/• www.ucd.ie/careers/



10. StageTransferAssessment(STA)All students are required to undergo assessment in order to move from Stage 1 to Stage 2 of the PhDprogramme or to transfer from Masters to PhD programme. Stage 1 is an initial period of advancededucation,trainingandresearch.Stage2islargelydedicatedtocarryingoutabodyoforiginal,publishableresearchrequiredfortheawardofaPhD.InordertotransfertoStage2studentsareassessedbyaStageTransfer Assessment Panel who make a decision as to whether a student has made sufficient progresstowardscompletionofthePhDresearch.TheSTApanelwillbeconvenedbytheSchoolandwillcontainatleastthreemembersofacademicstaff;however,itwillnotincludesupervisor(s).StageTransferAssessmentwill takeplacebetweenmonths12-18of the initialdateof registration (full-time)ormonths18-27 (part-time).TheAssessmentPanelwillbaseitsjudgementon:

1) awrittenstatementofprogressandaresearchplanfromthecandidate;2) awrittenprogressreportfromthePrincipalSupervisor;and3) aninterviewwiththecandidate.

These may be integrated into the Research and Professional Development Plan (RPDP). The AssessmentPanelmayalsorequireapresentationfromthestudentandmayinterviewthePrincipalSupervisor.

TheSTApanelwillconsiderstudentprogressindecidingwhetherthestudentshouldtransferfromStage1to2oftheprogramme.The Assessment Panel will make one of the following recommendations to the College Graduate SchoolBoard:

1) thatthestudentshouldprogresstothenextstageoryearofthedoctoralprogramme;2) thatthestudentshouldnotprogresstothenextstageoryearofthedoctoralprogramme,andthat:

a) the student should re-submit for assessmentwithin sixmonths (with an indication of themonth/yearinwhichthesubsequentformalassessmentofprogresswilltakeplace);

b) thestudentshouldapplytotransfertoanothergraduateprogrammeutilising,whereappropriate,anycreditsalreadyaccumulatedwithinthedoctoralprogramme;

c) arecommendationbemadein linewiththeUniversity’scontinuationprocesstoAcademicCounciloritsrelevantsub-committeethatthestudent’sregistrationbeterminated.

AftertheSTA,theassessmentpanelwillmakearecommendationviatheSchooltotheCollegeofScienceGraduate School Board in relation to the transfer. Students will be notified shortly hereafter of theoutcome.IftherecommendationistoprogresstoStage2,youwillprogresstothenextphaseofyourPhD.If the recommendation is other than for progression to Stage 2, the options recommended by theassessment panel, and the potential for another presentation to the assessment panel,will be discussedwithyourDSP.StudentshavetherighttoappealadecisionoftheSTA.Formoreinformationontheappealsprocess,gotowww.ucd.ie/appeals.



11. LeaveofabsenceStudentswhoneedtotaketimeoutoftheprogramme,canapplyforaleaveofabsence(LoA).ALoAcanbeforuptoamaximumofone-thirdofthelengthoftheprogramme(foursemestersforfulltimestudentsandsixsemestersforparttimestudents)andmustbesemesterlength.A student on LoA cannot be active on the programme i.e. they cannot meet with supervisor(s), attendlectures,accessthelibraryorreceivegrants/scholarships.However,studentswillcontinuetohaveaccesstotheirUCDConnectaccount,includingemail,duringthistime.LeaveofAbsencecanbeapplied foronline - formore informationandguidanceon the leaveofabsencepolicy,gotohttp://www.ucd.ie/students/leaveofabsence/index.html12. ExtensionsTherearetwotypesofextension:1.PermissiontoContinueStudentswhoareenteringYear5FTorYear7PTPhDorYear3FToryear5PT forMastersbyResearchstudentsmustapplyforPermissiontoContinueintheprogramme.Therearenoextenuatingcircumstanceswiththisextension.Theseareforaperiodofsemester(s)andfeesarepayable.ThestudentmustapplyforthisattheirSchoolOffice.2.ExtenuatingCircumstancesThese requests are for a specific period (does not need to be semester length) where the student wasunable to attend the programme due to extenuating circumstances and no fees are paid. Supportingdocumentationmustbe provided and confirm the period of time you were unable to work on yourprogrammefor.Commonexamplesofthisaremedicalissuesorbereavement.Before applying for an extension please first discuss thematterwith your supervisor(s). After discussionswith your supervisor(s), the student must apply for an extension in advance of the thesis submissiondeadlineat theSchoolOfficewith supportingdocumentsand itmustbeapprovedby the relevantSchoolandGraduateSchoolBoard.Astudentisnotnormallyliableforfees.Therewillbenoadditionalstipendforthisperiod.

SeethePolicyonExtenuatingCircumstancesforfurtherinformation-http://www.ucd.ie/t4cms/extcstudent_g.pdf



13. WorkingHours-HolidayEntitlementWorkinghoursDuetotherangeofdisciplinesacrosstheCollege,thereisnosuchthingasan‘averagePhDweek’andhowaPhDstudent’sweekisarrangedwilldependonanumberoffactorsincluding:

• Subject area (very different work patterns will emerge if you work in a lab or do fieldwork forexample),

• Learningstyle,• ThestageofthePhD:theweekwillbestructuredverydifferentlywhenyouarewritingupandthere

willbepeaktimesinactivity,• Whatyouhaveagreedwithyoursupervisor.

It is recognised that graduate students are not paid employees and therefore do not have contractualworkinghours;however,studentsshouldbearinmindthatapublicservant’sstandardworkingweekis37hours.APhDstudentshouldbeself-motivatedtoworksuchhoursasarenecessarytoachievetheirobjectivesoverthecourseof3-4years.Incaseswhereastudentisfunded,theremaybeadditionalobligationsrequiredbythe fundingagency in relation tomeeting certainmilestones thatmustbe taken into considerationwhenworkinghoursareagreed.In consultationwith the supervisor(s) it is the student’s responsibility to decide the appropriateworkingstructureforthemasearlyaspossibleintheirprogrammesothataplancanbeagreedthatsuitseveryone.Students are expected to develop a professional approach by attending all meetings and other relevantactivitiesthatareadvisedbytheirSupervisorand/orbeneficialtotheirprogramme/research.AnnualleaveHolidayscanbetakenatanytimeineachyearbutmustbeagreedinadvancewiththesupervisor(s),bearinginmindastudent’sindividualfundingtermsandanyteachingorresearchcommitments.Thenormalholidayentitlementsshouldbenomorethan4weeksinonecalendaryear.In the case of part-time students in paid employment, supervisors should be informed of the student'sannualleavearrangementsthatimpactontheresearchprogramme.SickleaveIfastudentfeelsunwellandneedstostayathomeforadayortwo,thesupervisor(s)shouldbeinformed.Ifastudentisunwellforalongerperiodoftime,theyshouldtrytomaintainregularemailcontactwiththeirsupervisor(s)tokeephim/her informedoftheirhealthandtheymustprovideamedicalcertificatefortheperiodof illness. In caseswhere studentsmaybe requestinga ‘no-feesextension’due to illness, relevantsupportingdocumentationmustbeprovided.Insomeseriouscases,itmaybeadvisableforthestudenttoapplyforaleaveofabsence.MaternityleaveWherepossible, students should apply for a LeaveofAbsenceduring theirmaternity leave. If this causesissueswithfunding,studentscanapplyforanofeesextensionfortheperiodofmaternityleavebutmustbeawarethatthereisnoprovisionforpaymentofstipendsduringthisadditionaltime.



14. GuidelinesforThesisPreparationTo produce their thesis, students shouldwork closelywith supervisor(s) to ensure that the research andpresentation meets the standards expected of a thesis. Before submission, the primary supervisor isrequired to signa statement that the thesis is ready for submission. If youareof theopinion that suchastatement is being unreasonably withheld, you can appeal in the first instance to the relevant SchoolCommitteeandtheGraduateSchoolDirector.http://www.ucd.ie/t4cms/Theses%20in%20Graduate%20Research%20Programmes%20Policy.pdfAllthesessubmittedmustincludeastatementonplagiarisminaccordancewithUCD’spolicyonplagiarism.TheUCDpolicyonplagiarismisavailablefromhttp://www.ucd.ie/governance/resources/policypage-plagiarismpolicy/

PhDthesescanonlybesubmittediffeesarepaidinfullandstudentregistrationiscurrent.Forinformationonsubmittingyourthesis,visitUCDAssessment:www.ucd.ie/students/assessment/

15. ThesisExaminationIn order to submit a thesis, all PhD students must have transferred into Stage 2 of the structured PhDprogrammeandhavecompletedthemandatory30creditsoftaughtmodulessatisfactorily.PhDthesisarealwaysexaminedbyavivavoceexaminationwhereasMScthesisaregenerallynotexaminedbyviva.OrganisationofthethesisexamYoursupervisorandSchoolwillorganisethenominationandapprovalofyourExaminationCommitteeaboutsixmonthsinadvanceofyousubmittingthethesisforexamination.Thevivavoceexaminationwillnormallybeheldwithintwomonthsofreceiptofthethesisbytheexaminers.Itistheresponsibilityofthechairpersonofthevivavocetomakeallthearrangementsfortheexamination.Vivavoceexaminationsarenormallyheldoncampus.PhDthesesareexaminedbyaPhDExaminationCommitteecomprisingofanexternalexaminer,oneinternalexaminerandachair.Theexternalexaminermustbearecognisedexpertinthefield.ForMSctheses,thereisnotnormallyavivahoweverexaminerscancalloneiftheywish.ForaMScexaminationcommittee,theinternal examiner generally acts as chair of the Examination Committee. All Examination Committees arenominatedbytheSchoolandthenapprovedbytheGraduateSchoolBoardandthentheAcademicCouncilCommitteeonExaminations(ACCE).PreparingforyourVivaYouwillneedtobeprepared forageneraldiscussionofyour researchareaandadetailedexplanationofyourresearchanditsconclusions.Youalsomustbepreparedfortheexaminerstoapproachthethesisfromadifferentstartingpointthanyouandtoemphasisedifferentaspectsofthethesisthanyouconsidered.Youwillbegiventheopportunitytodefendyourthesisineveryrespect.Youshouldenlistsomehelpfromyoursupervisorinyourpreparation.PhDexaminationA viva voce (oral examination) is compulsory for doctoral degrees. The viva voce provides you with anopportunitytodefendyourthesisanditassiststheexaminersindecidingwhetherornotyouhavemettherequirementsforthePhDdegree.TheExaminationCommitteewillexamine:

• Theoriginalityoftheworkdescribedandthetheoriesdevelopedinthethesis



• Yourfamiliaritywiththepublishedworkofotherauthorsinrelatedareas• Your ability to summarise the work of other authors and to synthesise a theoretical framework

withinwhichtopositiontheworkdescribedinthethesis.ThethesisisassessedinaccordancewithUCDguidelines(http://www.ucd.ie/t4cms/Theses%20in%20Graduate%20Research%20Programmes%20Policy.pdf).Oncethevivavoceiscompletedyouwillbeinvitedbythechairpersontowithdrawfromtheroomsothattheexaminerscandeliberate.Inmostcasesyouwillinvitedthroughthechairpersontoheartheexaminers’provisionalrecommendationwhichissubjecttoapprovalbyoftheAcademicCouncilCommitteeonExaminations(ACCE).WhereanMScisexaminedthroughavivavoceexaminationthiswillbeconductedinthesamewayasaPhDviva.OutcomesofPhD/MScExaminations.TheExaminerswillgenerallycompileajointreportwhichissubmittedtotheACCE.Thethesiswilleitherbedeemed:i)Acceptedasworthyoftheawardwithnocorrections,inwhichcasethestudentcanthenproceedtosubmitthefinalthesis.ii)Acceptedasworthyoftheawardwithcorrections,inwhichcasesmallcorrectionsarerequiredandtheprocedureisas(iii)below.iii)Acceptedasworthyoftheawardwithrevisionwithoutre-examination,inwhichcasemoresubstantiverevisionisrequired.Incases(ii)and(iii),thestudentisregisteredas“forassessment”,thereisnofeeimplication,andstudentscontinuetohaveaccesstoUCDfacilitiessuchasthelibraryandUCDemail.Oncethecorrectionshavebeencompleted,thestudentshouldcontacttheinternalexaminer(orwhoeverhasbeenchargedwithoverseeingthecorrections)toarrangefortherevisedthesistobereviewed.Onceithasbeenestablishedthatallnecessarycorrectionshavebeenmadeathesiscorrectionsignoffformwillbecompletedbythepersonresponsibleforoverseeingthecorrectionsandgiventothestudent,whocanproceedtosubmitthefinalthesis.iv)Necessaryofrevisionwithre-examination,inwhichcasethestudentmustregisterfortheperiod(atleastonesemester)necessarytore-submitthethesisforexamination.v)Notworthyoftheawardbutwitharecommendationthatthecandidatetransfertoanappropriategraduateprogramme,inwhichcasethestudentmusttransfertotheprogrammeandmeetthecriteriafortheexitdegreeaward.InpracticethisrecommendationisgenerallyusedforPhDcandidateswhoarerecommendedtotransfertoaResearchMastersprogrammeandstudentssubmitthethesisforexaminationforthisaward.vi)Notworthyoftheaward,inwhichcasethestudentwillreceiveatranscriptforanytaughtmodulescompletedduringtheprogramme.SubmissionofFinalThesis.TheACCEwillnotconsidertheawardofthedegreeuntilahard-boundcopyofthethesis,incorporatinganychanges,correctionsorrevisionsrequiredbytheexaminers,andaccompaniedbyacompletedResearchDegreeSubmissionForm,hasbeenlodgedbythecandidatewiththeStudentDesk,UCDRegistry.



16. Collectionofpapersasthesis(PhD)Peerreviewedpapersmaybe incorporated intoathesissubmittedfortheawardofaresearchdegree,toavoidanyduplicationofeffort,ifthefollowingconditionsaremet:

• Theworkdescribed in thepapers is substantively thatof the candidate andhasbeen carriedoutduringtheperiodthatthecandidatehasbeenregisteredfortheresearchdegree.Workpublished,acceptedforpublication,orsubmittedforpublicationpriortocandidaturemustnotbeincludedinthethesis.

• Thethesiscontainso Ageneralintroductionthatincorporatesanindependent,originalandup-to-datereviewof

existingwork in the fieldwhich contextualises the candidate's research in relation to thepresentstateofknowledgeinthefields;

o Chapterscontainingthepublishedworkinacogentsequencethatsupportthemainfindingsofthethesis;

o Independent and original general discussion that draws together themain findings of thethesis in the context of their original contribution to current knowledge, establishes thesignificanceoftheworkandoutlinestheneedsandprospectsforfutureresearch.

• Thecandidateisthesoleauthorofthethesis,isfullyresponsibleforeverythingcontainedinitand,where necessary, has obtained permission regarding copyright from the copyright holders. Astatementtothiseffectmustbeincludedinthethesis.

Workthathasbeensubmittedbutnotyetacceptedforpublicationorwork inpreparationforpublicationmay be included in the thesis, but must be clearly distinguished from work that has been published oracceptedforpublicationandthelevelofreadinessofthepapersmustbestatedWhere the papers presented in the thesis have been jointly authored, the nature and extent of thecandidate'scontributionmustbepreciselyidentifiedinastatementthatdelineatesthenatureandextentofthe candidate’s intellectual input to each paper and their direct contribution to the work reported (e.g.whichfiguresorpassagesoftextrepresenttheoriginalworkofthecandidate).Thisshouldbedoneineachchapterthatisbasedonworkthatispublishedortobepublished.ThesisStructure:Thethesisincorporatingpublicationsmustreadasacoherentwholeandindicatethatthecandidateisableto producewrittenwork that is of the standard accepted for a traditional thesis. Each section should bereferenced separately.Where papers have been published with different fonts and formats, the originalmanuscriptsshouldbere-formattedsothattheformatthroughoutthethesisisuniformprovidinganeasilyread, professional appearance. Anywork that is published, accepted for publication or submitted that isreferredtoshouldbereferencedclearly.



17. StudentWelfareandStudentLifeStudentAdvisersYourstudentadviserisheretohelpyoumakeyourtimeatUCDasfulfillingandenjoyableaspossible.Studentadvisersworkwithchaplains,theStudentHealthService,academicandadministrativestafftoensurethebestoutcomes for you. You can visit/consult/contact your student adviser in relation to any personal, social orpracticalissuesyouarehaving.Moreinformationandcontactdetails:www.ucd.ie/studentadvisers/UCDChaplainsChaplainsofferpersonalsupportandadviceincompleteconfidencetostudentswhocometothem.TofindaUCDchaplainvisitwww.ucd.ie/chaplaincy.StudentHealthServicesThe Student Health Service in UCD - Telephone: (01)7163134 - is located in the Student Centre on theBelfield campus. If a student is worried about a health problem, they may call to the Student HealthService, where the receptionist willmake an appointment for them to see the appropriate officer. Formoreinformation,gotohttp://www.ucd.ie/stuhealth/

There isnodental serviceattached to theStudentHealthServiceanddental care isnot covered toanygreat extent evenwith amedical card. If dental treatment is required, the StudentHealth Service canrecommendalocaldentist.

Students’UnionRepresentatives Niall Torris is the Graduate Officer for UCD Students Union for academic year 2018-19. The role of yourGraduateOfficer covers all non-academic issues that youmay face in yourday-to-day lives throughout yourtimehereinUCD.Youcancontactbye-mailatgraduate@ucdsu.ieorcallat(01)7163113,UCDStudentsUnionWelfare Officer (01)7163112 or email [email protected]. More useful information is available fromwww.ucdsu.ieUCDSports,ClubsandSocietiesTheenvironmentofUCDprovidesavibrantsociallifetoallmembersoftheuniversity.Foragatewaytosomekey social and sporting information sources at UCD as well as other useful links, visitwww.ucd.ie/studentcentre/studentexperience/MotivationMotivationallowsustofulfilourdreams!Itisthestrengththatkeepsusgoinginthefaceofdifficultiesanddrivesustoovercomeourobstacles.Whilemostgraduatestudentsstarttheirprogrammebeinghighlymotivated,stayingmotivatedthroughouttheirresearchdegreeisoftenoneoftheirbiggestchallenges.Fortipsonmaintainingmotivation,pleaseseehttp://www.ucd.ie/science/study/collegeofsciencegraduateschool/AcademicSupportsProgrammedifficultiesStudentswhoareexperiencingdifficultieswiththeirresearchareencouragedtoaddresstheseassoonastheyarise.IfyourdifficultycannotberesolvedbyyourDSP(whichcanbeconvenedwithoutyourSupervisor),youcanapproachthoseinyourSchoolresponsibleforgraduateresearchstudentsortheCollegeofScienceGraduateSchool.



StudentComplaintsStudentsmaymakecomplaintsaboutanyunit,functionorserviceprovidedbytheUniversityoronbehalfoftheUniversity.Thedefinitionofacomplaintisnecessarilybroadandthereforethelistprovidedisintendedtoguideusersandisnotintendedtobeexhaustive.Acomplaintmayrelatetothefollowingissues:•thequalityorstandardofanyserviceprovidedorfailuretoprovideaservice•thequalityoffacilitiesorlearningresources•thefailureoftheUniversitytofollowanappropriateadministrativeprocess•unfairtreatmentorinappropriatebehaviourbyastudentorastaffmember(isolatedincident).•anallegedactionorinactionbytheUniversityoramemberofitsstaffFurtherdetailscanbefoundathttp://www.ucd.ie/complaints/.Complaintsofrepeatedbullying/harassmentbehaviouraredealtwiththroughUCD’sDignityandRespectPolicy,furtherdetailscanbefoundathttps://www.ucd.ie/equality/support/dignityrespect/.

18. University Facili t ies and Campus Maps UCD Belfield campus has several shops, restaurants, cafes, a bank and post office. James Joyce Library The modern and well-stocked central library is located in the James Joyce building which is opposite the lake in Belfield. Please note that you need your student card to enter. There are also smaller libraries around the campus. The library catalogue can be searched online at www.ucd.ie/library Campus Maps Visit http://www.ucd.ie/maps/ for a high resolution map of the campus and its app. Security and Safety Awareness on Campus UNICARE is a University service designed to enhance the security of property and the personal safety of students, staff and visitors on the Belfield campus. The programme operates through the combined efforts of students, staff, the local Gardaí, the Buildings and Services Department and various groups within UCD. For urgent assistance, go to http://www.ucd.ie/students/support/ 24 Hour Confidential Emergency Line Internal telephone No: 7999 External telephone no (01)716 7999 You should use the UNICARE number to call for emergency assistance or to report any issues regarding personal safety and security of property on campus eg an accident/emergency, fire, theft, reporting suspicious or troublesome persons or an incident you may have witnessed. The UNICARE emergency l ine is operated 24 hours a day and assistance will be provided immediately in response to your call . UNICARE red emergency phones are located throughout the Belfield campus.



List of important policies Graduate Studies Documents and Policies for staff http://www.ucd.ie/graduatestudies/infoforstaff/ Graduate Studies Documents and Policies for students https://www.ucd.ie/graduatestudies/currentgradstudents/ General regulations for the degree of Doctor of Philosophy http://www.ucd.ie/governance/resources/policypage-academicregulations/ Progression in Doctoral Programmes including Stage 1 Transfer Assessment https://www.ucd.ie/t4cms/Transfer%20Assessment%20Policy.pdf Code of Practice for Supervisors and Doctoral Students https://www.ucd.ie/graduatestudies/currentgradstudents/policiesregulations/ Split-si te Arrangements for PhD and other Graduate Research Students https://www.ucd.ie/graduatestudies/currentgradstudents/policiesregulations/ Code of Practice for Conflict Resolution for Supervisors and Research Students https://www.ucd.ie/graduatestudies/currentgradstudents/policiesregulations/ Student Complaint Policy and Procedures http://www.ucd.ie/complaints/ Policy on Plagiarism http://www.ucd.ie/governance/resources/policypage-plagiarismpolicy/ Policy on Leave of Absence http://www.ucd.ie/students/leaveofabsence/index.html Policy on Dignity and Respect https://www.ucd.ie/equality/support/dignityrespect/



Appendix 1: Checklist for Research student

Checklist for Research Students College of Science

Year 1 Registration To register go online, confirm details and pay fees. Failure to do so might cause your account to be deactivated and incur a penalty.

DSP/MSP Ensure that your School/supervisor has set up your Doctoral Studies Panel (DSP) or Research Masters Panel (RMP).

Remind your supervisor to organise your 1st DSP/RMP meeting within first 3 months (supervisor’s responsibility)

A 2nd DSP/RMP meeting should be held within the first year (student’s responsibility) Ensure you complete the relevant Research and Professional Development Plan forms.

Other Ensure you are aware of your supervisor’s expectations such as working hours, meeting schedule, holidays, absences and also be fully up-to-date with regulations, policies and research ethics

Discuss with your supervisor your options on relevant taught modules to improve your research skills. Make yourself aware of your School graduate administrator and School director of graduate studies and attend the College orientation event and School events.

Ensure that you are aware of email policy and understand that communications from the University will be delivered via your UCD Connect account.

Year 2 Registration To register go online, confirm details and pay fees. Failure to do so might cause your account to be deactivated and incur a penalty.

DSP Ensure a DSP meeting is held at least 2 months before the Stage Transfer Assessment (STA) STA Prepare for STA which should be held at approx. 15-18 months (ft) / 18-27 months (pt). Other Meet with your supervisor on a regular basis. Subsequent Years Registration To register go online, confirm details and pay fees. Failure to do so might cause your account to be deactivated and incur a penalty.

DSP/RMP Ensure at least one DSP/RMP meeting is held annually. Other Meet with your supervisor on a regular basis. Final Year Registration Ensure your registration is fully up to date and that you’re fully fees compliant. Extern Examiners Check with your supervisor that an extern and examination committee (viva voce) have been submitted for approval approximately 4 months before the thesis is submitted.

Submission Date /Viva Check submission deadlines, registration and fees are fully up to date Review https://www.ucd.ie/graduatestudies/currentgradstudents/policiesregulations/ for advice Registration extension (if need be) – talk to supervisor and School



Appendix2:GuidelinesforGoodPracticebetweenResearchstudentsandSupervisors

CollegeofScience–GuidelinesforGoodPracticebetweenResearchstudentsandSupervisors

ThisdocumenthasbeenpreparedbytheCollegeofScienceGraduateSchool.ItsupplementstheUCDMScandPhDRegulationsandrelevantpolicydocuments.Thecombinedeffortofgraduatestudentsandtheirsupervisorsisessentialifyouaretoachieveexcellenceingraduateeducation.Becauseconflictand/ortensioncanariseinsituationswhereexpectationsareunclearormismatched,athoroughunderstandingofeachperson’sroleiscriticaltoproductivelearningandsuccessfuloutcomes.Theguidelineshereareintendedtobeadvisoryratherthanprescriptiveandmayevolveovertime.Themainaimsofthisdocumentistobrieflyoutlinetheresponsibilityofthedifferentstakeholders,helpresearchstudentsandsupervisorsreachanagreementonexpectationsandestablishgoodcommunicationbetweentheparties.ClarifyingExpectationsandEstablishingGoodCommunicationsGood,opencommunicationisthekeytomanagingtherelationshipbetweenthesupervisorandresearchstudent.AtthebeginningoftheResearchProgramme,bothpartiesshouldnegotiatehowtherelationshipwillfunctiononissuessuchas:Meetings

- Thetimeandfrequencyofthesupervisionmeetings- Whatisexpectedatthesemeetings?

CommunicationbetweenMeetings

- Doesyoursupervisorprefertocommunicatebytelephoneore-mail?- Howquicklydoyouexpectaresponsetoanemailorphonemessage?- Timeswhenthesupervisorwillbeaway(e.g.onresearchleave,teachingabroadoratconferences)soyoucanplanfor

thisandagreehowyouwillkeepintouch.- Timeswhenthestudentwillbeaway(e.g.atconferencesetc)soyoucanplanforthisandagreehowyouwillkeepin

touch.ResearchDirectionandTimeline

- Anoverallplanandtimelinefortheresearch,aswellashowagreementwillbereachedoninterimdeadlines.- Howmuchdirectiondoyouexpectfromyoursupervisor?- Howmuchdirectiondoesyoursupervisorexpecttoexertoveryourresearch?

ExpectationsforWrittenWork

- Doesyoursupervisorexpecttoreceiveyourworkallatonce,orinsmallerchunks?- Doess/heexpectdraftstobe"worksinprogress"orfairlypolishedpiecesalmostreadyforpublication?- Atwhatintervalsdoesyoursupervisorexpectyoutosubmitwork?- Wouldyoursupervisorprefertoreceivedocumentsinhardcopy,orelectronically?- Howlongwillthesupervisortaketogivefeedback?

SkillsandDevelopment

- Whatkindofskillsandtrainingdoesthestudentneed(e.g.health&safety,statisticalorresearchmethods,ITtraining,languagesupportetc).

- Whichintellectualpropertyandethicalissuesarerelevant(e.g.ifyouareworkingaspartofaresearchteamoronhuman/animalresearch).

- Thestudent’sexpectedinvolvementinSchoolresearchactivities,seminars,andotherschoolcommitmentssuchasdemonstrating

- Thestudent’scareerdevelopment–e.g.availabilityofteachingopportunitiesandconferences



Housekeeping

- Expectationonthenumberofhoursthestudentshouldcompleteonadaily/weeklybasis- Numberofannualleavedaysthestudentcantake/anyspecificperiodthatthestudentcannottakeholidays- ExpectationofthestudentondeskandlabspacewithintheSchool

Funding

- Howlongisthefundingduration- Whatdoesthefundingcover

TheResponsibilityofthe:Supervisor:ThePrincipalSupervisortakesoverallresponsibilityforthestudent’sresearchtraining,theconductofthestudent/supervisorrelationshipandmanagementofthestudent’sresearchprogress.ThePrincipalSupervisorprovidesthenecessaryintellectualandpedagogicaladviceandsupportforthestudent.Supervisorsshouldendeavourtomakethestudentawareofallrelevantregulations,policiesandcodesofpractice-https://www.ucd.ie/graduatestudies/currentgradstudents/policiesregulations/TheStudent:Inundertakingagraduateprogramme,graduatestudentsmakeacommitmenttodevotethetime,effortandenergynecessarytoengageintheprogramme.Studentsshoulddemonstrateinitiativeintheirresearch,recognisethattheirSupervisorsareresponsibleforprovidingguidanceaswellasevaluatingtheirperformance,andbereceptivetosuggestionsandcriticismsabouttheiracademicperformance.Specificresponsibilitiesareasfollows:

- togainthebackgroundknowledgeandskillsneededtopursuetheresearchprojectsuccessfully;- toworkwiththeSupervisorontheestablishmentofarealistictimetableforthecompletionofthevarious

requirementsoftheprogramofstudy,andtoadheretothetimetableandtomeetdeadlines;- tomeetwiththeSupervisorandDSPwhenrequestedandtoreportfullyandregularlyonprogressandonresults,

andtoconsiderandrespondtoadviceandcriticismsreceivedfromtheSupervisorandtheothermembersoftheSupervisoryCommittee.ThefrequencyofmeetingswiththeSupervisorwillvaryaccordingtothedisciplineandthenatureandstageoftheproject,butnormallyinteraction,whichmaybeelectronic,shouldoccuratleastoncepermonth;

- toworkwiththeSupervisortoensurethatappropriateethicsapprovalisobtainedpriortoconductingresearchonanimalsorhumans;

- toprovideaccurateandhonestreportingofresearchresultsandtoupholdethicalnormsinresearchmethodology;- tobringtotheattentionoftheSupervisoranymattersofconflictingadviceorexpectationsonthepartofmembers

oftheDSP;- torecognizethattheSupervisorandothermembersoftheDSPmayhaveotherteaching,researchandpersonal

obligationswhichmayprecludeimmediateresponses;- toworkwiththeSupervisortomeetagreedperformancestandardsanddeadlinesofthefundingorganisationwhen

financinghasbeenprovidedunderacontractorgrant;- toacknowledgethecontributionsoftheSupervisorandothersinpresentationsandinpublishedmaterial,including

jointauthorship,ifappropriate;- tohelpensurethattheresearchenvironmentissafe,healthyandfreefromharassment,discriminationandconflict;- toactresponsiblyuponconclusionoftheprojectbyleavingacleanworkspace,returningborrowedmaterials,and

providingtheSupervisorwithappropriatedocumentationofsoftware,data,experimentalproceduressothatothersmaycontinuetheresearch.ResearchMastersandDoctoralStudiesPanels:(camefromUCDTermsofReferenceforDSPs)TheroleoftheResearchMastersandDoctoralStudiesPanelsistoenhancethestudent-supervisorrelationshipandtoensurethequalityoftheresearchstudentexperienceinthecontextofstructuredgraduateresearchprogrammes.



TheResearchMastersandDoctoralStudiesPanelscomprisethePrincipalSupervisorandanysecondoradditionalsupervisorsoradvisorswhoareappointedinconsultationwiththePrincipalSupervisorandHeadofSchool.

- Enhancethesupervisor-studentrelationshipbytheprovisionofadviceinaccordancewiththeUniversity’sCode(s)ofPractice.

- Ensurequality,rigourandequityofthesupervisionprocess.- Advisethestudentontheirprofessionalandpersonaldevelopmenttrainingandmonitorprogressagainsttheir

ResearchandProfessionalDevelopmentPlan.- Reviewonaregularbasis,atleastonceannually,theprogressofthestudentagainstanagreedresearchplan.- Provideappropriateacademicexpertiseandwhereappropriatefacilitateaninterdisciplinaryperspective.- ProvidetemporarysupporttothestudentinthecaseoftheunforeseenabsenceofthePrincipalSupervisor.

ConflictResolutionStrategiesforWhenThingsGoWrongGiventhecloseandsometimesintensenatureofthesupervisoryrelationship,problemsarelikelytoarisefromtimetotime.Ideally,attemptstoresolveproblemsorconcernshappenasearlyandinformallyaspossible.Withthatguidingprincipleinminddon'twaitforthingstogetoutofhand.Failingtoaddressproblemsintheirearlystageswilloftenleadtoincreasedfeelingsoffrustrationwhichwillmaketheproblemmoredifficulttoresolve.Itisoftenusefultothinkofconflictresolutionasastepbystepprocess.https://www.ucd.ie/graduatestudies/currentgradstudents/policiesregulations/StepOne-DiscussyourconcernswithyoursupervisorBeforetheMeeting:Makeaninpersonappointmentwithyoursupervisortodiscussyourconcerns.Avoidthetemptationtotrytodealwithissuesoveremail.Facetofacemeetingsusuallygeneratebetterresolutionsandmiscommunicationsarelesslikelytooccur.Allowsufficienttimeforyourmeeting.Effectiveproblemsolvingtakestimesomakesureyoublockoffenoughtimetohaveagooddiscussion.Ifyoursupervisorsayshe/sheisonlyavailableforashorttime,re-scheduleyourmeetingforanothermutuallyconvenienttime.Prepareforthemeetingbymakingnotesbeforehand.Askyourselfthefollowingquestions:Whatarethespecificobstaclesinthewayofmyprogress?WhatstepshaveItakentoovercometheseobstacles?WhatdoIneedfrommysupervisortoenablemetomoveforwardwithmywork?Ifyourlistofissuesisverylongprioritiseyourconcerns-whatissuesdoyouneedtoresolverightaway?DuringtheMeeting:Bepreparedtostateyourneeds.Remember,yoursupervisorisn'tamindreader.Itisyourresponsibilitytoclearly(andpolitely!)tellyoursupervisorwhatyouneedfromhim/hertobeabletomoveforward.Listentotheotherperson'ssidecarefullyandrespectfully.Don'targueyourpositionwithoutknowing"why"youradvisorisasking/tellingyoutodocertainthingsthatyouthinkareunfair.Asking"why"and"whynot"willhelpyoutounderstandwherehe/sheiscomingfromandcanhelpdevelopacommonincentiveforresolutionbasedonhavingbothsetsofinterestssatisfied.Identifysolutions.Onceyouandyoursupervisorhavearticulatedtheproblem(s),trytocomeupwithsomeproblem-solvingstrategiesthatworkforbothofyou.Forexample,ifreceivingtimelyfeedbackisanissueinyourrelationship,whataresomeoftheoptionsforaddressingthis:Canthesupervisorprovidemorefrequentbutlessdetailedfeedback?Canyoureviseyourscheduleforsubmittingwork?Findinganappropriatesolutionmayrequiresomenegotiation,butbothyouandyoursupervisorwillbemorecommittedtotheresolutionifeachofyouhashadahandincreatingit.AftertheMeeting:Summarisethekeypointsmadeduringthemeeting.It'simportanttomakesurethatnothing'sgetslostinthediscussionandthatbothyouandyoursupervisorhavereachedsomekindofagreementabouthowthetwoofyouwilltrytoresolvetheissuesyouhaveidentified.Somepeoplefindithelpfultoputinwritingaplanofactionbasedontheconversation.Askyoursupervisorifheorshewouldmindifyoudidthistoagainclarifytheoptions/stepstowardsresolutionthatyouhaveidentified.Ifyouandyoursupervisorhavemadesomeprogressontheissue,butyoustillhavemoretodiscuss,determineadateforafollowupmeeting.



StepTwo-SeekothersourcesofsupportforresolvingtheproblemSometimes,despiteeveryone'sbesteffortsproblemsremainunresolvedafterStepOne.Ifyourconversationwithyoursupervisordidn'tgoverywell,oryouareafraidtoapproachyoursupervisorforwhateverreason,itisagoodideatoseekhelpinaddressingyourconcerns.Dependingonyoursituation(whereyouareinyourresearch,etc.)youmaywanttoconsiderthefollowingoptions:MakeanappointmenttoseeyourDoctoralStudiesPanel(withoutthesupervisor)whowilllistentoyourconcernsandhelpyouidentifyspecificproblem-solvingstrategies.Theymaybelikelytoprovideyouwithafreshperspectiveandsuggestdifferentwaysforyoutoapproachthesituation.AlsoapproachtheSchoolGraduateCo-Ordinatorwhomayhavesomeinsightintheproblemyouareexperiencingandbeabletosuggestsolutions.PeersarealsoagoodresourceforlearningaboutthenormsinyourSchoolregardingfrequencyofmeetings,turn-aroundtimeforfeedback,andgeneralavailabilityoffaculty.Ifyouareexperiencingalotofstressindealingwiththesituation(conflictcanbeverystressful!)makesureyouseekoutsourcesofsupport.StepThree-ConsulttheHeadofSchool/GraduateSchoolConsult the University’s policies and procedures for handling disputes and the reporting structure. The College ofScience’sGraduateSchoolManagermaybeabletodirectyouifthisinformationisnotreadilyavailable.Make an appointment with firstly the Head of School and if remains unresolved the Graduate School Director todiscusswhatoptionsareavailabletoyou.Prepareforthismeetinginthesamemannerthatwasdiscussedpreviouslyinthisdocument.Youshouldexpectthatwhomeveryouconsultwillaskyouifyouhavediscussedyourconcernswithyour supervisor, and what, if any, steps you have taken to resolve them. At this stage youmay need to make adecisionaboutwhetheryouwishtocontinuewithyoursupervisor,orwhetheryouwanttoexplorethepossibilityofchangingsupervisors.Whateveroptionyouchooseyouwill likelyneedtotake intoaccountyourareaofstudyandwhatstageyouareatinyourresearch.



Appendix3:CollegeofSciencePhDmodules

1) AcademicWritingforScienceforPostgraduateStudents(SCI50030)Credits5Level5TheAcademicWritingforSciencePostgraduatesmoduleusespractice-basedlearningmethodsinordertointroduceanalyticalframeworksthatwillshowhowwritingandreadingareinterrelatedandcoretocriticalthinking.Itfocusesontheelementsofarticleandthesisconstructionneededtoproduceaneffectiveacademicworkbasedonsoundscientificresearchpractices.Italsoincludestheevaluationoftheincorporationofsecondarymaterial,citationstyles,andacademicintegrity.Therefore,thismoduleprovidesPostgraduatestudentsintheScienceswiththefoundationforcultivatingtheirwritingskillstobetterensuresuccessthroughouttheperiodofthedegreeandwritingtheirdissertation.Themoduleisdesignedaroundworkshopsandinvolvesstudentsproducingtheirownpiecesofwriting,whichwillbecritiquedintermsofwritingstyleratherthanfortheaccuracyofthescientificcontent.Aweeklypractice-basedworkshopwillbesupportedeachweekbyathematiclectureonacorewritingskill.Throughoutthemoduleanemphasiswillbeplacedondevelopingwritingabilitiesinwaysthatadequatelyreflectandsupportyouruniquecriticalinsightsandcapabilityasaresearcher.Studentswillberequestedtobringapieceofworktothefirstlecture.Moredetailsonthiswillbeprovidedwhenstudentshaveregisteredtothemodule.Oncompletionofthemodule,studentswillbeableto●Understandwhatconstitutescoherent,structuredacademicwriting.●Gainknowledgeoftheelementsofasciencebasedthesis.●Appreciatetherelationshipbetweenreadingandwriting.●Criticallyevaluateandanalysesources.●Incorporatedraftingandeditingpracticesintothewritingprocessandunderstandthevalueoftheseskills.●Applymethodologiestoresearchpracticesandacademicwritingpractices●Presentaconvincingandvalidpieceofacademicwriting.●Improveacademicphrasing,toneandstyle.●UtilisetoolsdevelopedintheAcademicWritingforSciencePostgraduatesmoduletohaveconfidencetowritescientificarticles.●UnderstandAcademicIntegrityasitappliestothesis/articles.

2) ResearchIntegrityOnline(SCI50020)Credits5Level5Thismoduleisdesignedtohelpresearchersinthesciencesto:•Know,understandandexplainthekeyresponsibilitiestheyhaveasresearchers.•Identifythechallengestheycouldfaceinmeetingthoseresponsibilities.•Beawareofstrategiesfordealingwithpressuresanddifficultsituations.Themoduleemploysacombinationofe-learningusingmaterialsdeliveredviatheBlackboardVLEandface-to-faceworkshopswithdiscussionofspecificcasestudies.Thiscoursecoversallstagesoftheresearchprocess.Information,practicaladviceandreflectiveactivitiesinkeyareas:1:Introduction:principlesandprofessionalresponsibilities,dealingwithmisconduct,mentoring2:Planning:researchwithhumanparticipants,conflictsofinterest,workplacesafety3:Conducting:datacollection,sharingandinterpretation4:Reporting:plagiarism,authorship,peerreview5:Responsibilitytothepublicandsociety.



3) OnlineResearchSkills(SCI50010)Credits5Level5Thismodulecoversarangeofearly-stageresearchskillstailoredtowardstheneedsofgraduatestudentsintheSciences.Themoduleemploysacombinationofe-learningusingmaterialsdeliveredviatheBlackboardVLEandface-to-faceworkshopswithdiscussionofspecificcasestudies.Thee-learningelementsofthemodulearedeterminedforindividualstudentsbasedontheirskillsneedsassessmentandcoverthefollowingspecifiedlearningactivities:-workingwithyoursupervisor/collaborators,-projectmanagement,-intellectualpropertyintheresearchcontext,-researchethics,-careerplanning,-gettingpublished,attendingconferences,presentingandnetworking.Theworkshopsintroduce,augmentandcomplementtheactivity-basede-learningelementsbyprovidingaforumforreflectivepracticeandteambaseddiscussionofissuesandcasestudies.Oncompletionofthismodulestudentsshouldbeableto:-•developreasonableandagreedanswerstothequestions"WhatdoIneedandexpectfrommysupervisor?"and"Whatdoesmysupervisorneedandexpectfromme?"•createcriteriaformonitoringandreportingprogress,identifyandmanageprojectrisks•explaintheelementsofIntellectualPropertyinanacademic/researchsettingandrecognisetheresponsibilitiesofindividualresearchers•identifyandaddressethicalproblems•conductanannualappraisalofcareeropportunitiesandgoals•recognisethevalueofconstructivecriticismandreview,understandtheskills,materialsandconfidencerequiredtoplananddeliveratanacademicconference•recognisetherequirements,skillsets,attitudesandaptitudeswhichwillsupporttheirdevelopmenttowardsautonomyasaresearcher.SCI50010isdeliveredviaBlackboardwith2workshopsthroughoutthesemester.TheworkshopswillbeheldoncampusatUCDBelfield.

UCD Science

Graduate School

+353 1 716 2633

[email protected]

www.ucd.ie/science

facebook.com/UCDScience

@UCDScience

Also available at:www.ucd.ie/

science/study/collegeof

sciencegraduateschool

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