Research Degrees Handbook

2015

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Welcome and IntroductionWelcome to York St John University and to the new Research Degrees Handbook, the first to be produced since the University was granted research degree awarding powers in March 2015.

This handbook provides comprehensive information on the University’s research degree programmes. It includes important information such as policies and procedures, the support that students can expect to receive and the facilities available to them. It provides links to further information such as regulations and details on services and facilities.

The University has around 80 research students and around 100 research degree supervisors. To support integration of research students into the University’s research environment, each research student is a member of a parent faculty with access to facilities and professional opportunities such as research seminars and conferences. The University has four faculties; Arts, Business School, Education & Theology and Health & Life Sciences.

Research students and staff also have opportunities for broader University-wide interactions including research student inductions, courses provided by the Academic Development Directorate, day-to-day interaction in the interdisciplinary Graduate Centre and the Postgraduate Research Supervisors’ Forum. You are encouraged to take full advantage of these opportunities and to become an active member of relevant groups. Your experiences as a student or supervisor within our research community should help shape your life and your thinking, as well as your CV.

We welcome all feedback on this Research Degrees Handbook to help enhance future versions. Please email your comments or suggestions to the Research Development Manager: j.rule@yorksj.ac.uk.

Wishing you well in your studies throughout the year.

Professor Alyson Tobin

Deputy Vice Chancellor

July 2015

Research Degrees Handbook 2015

INDEXWelcome and Introduction...................................................................................2

1. Introduction to the Research Degrees Handbook...................................7

2. National Context of Research Degrees....................................................82.1 Historical background..................................................................................82.2 HEFCE.........................................................................................................82.3 Quality Assurance Agency for Higher Education.........................................92.4 Research Councils.......................................................................................92.5 Vitae...........................................................................................................102.6 UK Council for Graduate Education...........................................................102.7 National Postgraduate Committee.............................................................112.8 National Union of Students........................................................................11

3. Institutional Context of Research Degrees............................................123.1 Academic strategy.....................................................................................123.2 Research Excellence Framework 2014.....................................................123.3 YSJU research degree awarding powers..................................................133.4 Students continuing on UoL research degrees..........................................13

4. The Management of Research Degrees at YSJU...................................144.1 Overview....................................................................................................144.2 Registry......................................................................................................144.3 Academic Development Directorate..........................................................144.4 The Graduate Centre.................................................................................154.5 Postgraduate Research Supervisors’ Forum.............................................164.6 Faculty Heads of Research (FHoRs).........................................................164.7 Faculty Postgraduate Research Tutors.....................................................174.8 Faculties.....................................................................................................184.9 Academic Liaison Librarians......................................................................184.10 Services for international students.............................................................194.11 Research Student Charter.........................................................................234.12 Research student representation, feedback and channels of

communication...........................................................................................234.13 The UoL Graduate Board..........................................................................244.14 UoL Postgraduate Research and Operations............................................24

5. Research Degree Supervision................................................................265.1 The supervision model...............................................................................265.2 Eligibility to supervise and general advice to supervisors..........................265.3 CPD training for supervisors......................................................................275.4 Responsibilities of supervisors..................................................................275.5 YSJU senior supervisors and UoL sole supervisors..................................285.6 Change of supervisor(s)............................................................................29

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6. Starting the Research Student Journey.................................................306.1 Enquiries and admissions process............................................................306.2 Registration on more than one programme...............................................306.3 Hours of work/research per week..............................................................306.4 Developing the research proposal.............................................................316.5 Application and interview...........................................................................316.6 Offer and admission...................................................................................326.7 Registration and enrolment........................................................................326.8 Payment of academic fees........................................................................336.9 Student expenses......................................................................................346.10 Student records..........................................................................................346.11 Student identification card.........................................................................356.12 Communication from the University...........................................................356.13 Induction....................................................................................................366.14 ‘Starting Your Research Degree’ course...................................................36

7. The Research Student Journey..............................................................377.1 Supervision................................................................................................377.2 Attendance monitoring...............................................................................377.3 Progression................................................................................................377.4 Review meetings........................................................................................387.5 Composition of the review panel................................................................387.6 Report of the review panel.........................................................................387.7 Transfer assessment.................................................................................397.8 Progress report: pre-transfer stage............................................................397.9 Transfer submission requirements............................................................397.10 Composition of the transfer assessment panel..........................................407.11 Joint report of the transfer panel................................................................417.12 Transfer deadlines.....................................................................................417.13 Postponement of the decision on transfer.................................................417.14 Recommendation following transfer..........................................................427.15 Deferral of the decision on Transfer..........................................................427.16 Unsatisfactory Academic Progress Procedure..........................................437.17 Monitoring of progress...............................................................................437.18 Completion of research degrees................................................................437.19 Periods of study: standard, maximum and minimum.................................447.20 Alterations to periods of study...................................................................457.21 Suspensions, extensions and authorised absences..................................467.22 Withdrawal.................................................................................................487.23 Holiday entitlement....................................................................................487.24 Work outside a research degree programme............................................48

8. Researcher Training and Development..................................................508.1 Introduction................................................................................................508.2 Training and development needs analysis and training plan.....................508.3 Personal and professional development opportunities..............................508.4 Personal development planning................................................................50

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8.5 National Researcher Development Framework.........................................518.6 Training and development plan.................................................................518.7 Taught course modules.............................................................................538.8 Attendance at research seminars..............................................................53

9. The Final Stages and Submission..........................................................54PART 1: For students registered on YSJU research degrees........................549.1 Thesis submission and examination: overview of the process.................549.2 Courses and information to support examination preparation...................549.3 Entering for examination............................................................................559.4 Submitting the thesis.................................................................................559.5 Attending for oral examination...................................................................559.6 After the oral examination..........................................................................559.7 Release of the joint examiners’ report.......................................................569.8 Deposit of the final eThesis.......................................................................569.9 Award of the degree..................................................................................569.10 Graduation.................................................................................................56PART 2: For students registered on UoL research degrees..........................569.11 Overview of the UoL submission and examination process......................569.12 Courses and information to support examination preparation...................579.13 Entering for examination............................................................................589.14 The advice of the supervisor(s).................................................................589.15 Content and style of thesis........................................................................589.16 Submitting the thesis.................................................................................589.17 Attending for oral examination...................................................................599.18 After the oral examination..........................................................................599.19 Deposit of the final thesis...........................................................................599.20 Publication of pass list...............................................................................599.21 Release of the joint examiners’ report.......................................................599.22 Graduation.................................................................................................60

10. Protecting the Research and the Student: Integrity, Ethics, Safeguarding Data, Copyright and Health & Safety..............................6110.1 Research integrity, research misconduct and academic misconduct........6110.2 Research ethics.........................................................................................6210.3 Process for research ethics approval........................................................6310.4 Safeguarding data and data protection......................................................6410.5 Intellectual Property Rights........................................................................6410.6 Copyright, related rights, moral rights........................................................6410.7 Health and safety.......................................................................................6610.8 Fieldwork review........................................................................................66

11. Support Services for Research Students..............................................6711.1 Overview....................................................................................................6711.2 Student Services........................................................................................6711.3 Support for pregnant students and those with very young children...........6811.4 Support for students who are parents or carers........................................6811.5 Support for disabled research students.....................................................69

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11.6 YSJ Student Union....................................................................................6911.7 Careers and employability.........................................................................70

12. Complaints and Appeals.........................................................................7112.1 Complaints.................................................................................................7112.2 Appeals......................................................................................................72

13. Regulations, Codes, Policies and Procedures for Research Degrees 7313.1 Formal regulations and codes of practice..................................................7313.2 Admission and registration (see also sections 6 and 7)............................7313.3 Progress and monitoring (see also section 7)...........................................7313.4 Thesis submission and examination (see also section 9)..........................7413.5 Complaints, appeals and disciplinary matters...........................................7413.6 Development and training..........................................................................7513.7 Role of the supervisor, examiner and postgraduate research tutor...........7513.8 Other relevant codes and policies.............................................................7513.9 Useful information provided by external bodies.........................................76

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1. Introduction to the Research Degrees Handbook

This handbook has been produced to provide information and guidance for research degree students, their supervisors and other staff. It has been developed from previous York St John University (YSJU) handbooks, derived from the University of Leeds (UoL) Research Student Handbook and UoL Research Supervisors Handbook. It is compiled annually under the oversight of the YSJU Academic Development Directorate (ADD). YSJU gratefully acknowledges permission to reuse UoL material in this handbook.

The handbook should be read in conjunction with the appropriate key documentation outlined in section 13. It is vital that all supervisors and students read the documents appropriate for their programme of study under UoL or YSJU regulations.

The Research Student Charter has been jointly created by the University and YSJ Students’ Union to set out what the University expects of a student, and what a student can expect from the University and YSJ Students’ Union.

Research students and supervisors must also be aware of the contents of this handbook itself, as it gives details of the services and support available at YSJU, and offers advice about action that may be taken if difficulties are encountered during a candidature. Please note that it is students’ responsibility to notify their supervisor(s), Faculty Postgraduate Research Tutor, Faculty Head of Research or Dean of Faculty as appropriate as any difficulties arise.

During the transition period from the granting of YSJU Research Degree Awarding Powers until all research students registered on UoL research degrees have completed, transferred or left, some students’ candidatures will be under UoL ordinances and regulations and others under YSJU regulations. It is vital that supervisors, examiners, students and all those involved with research degrees are at all times clear on which regulations apply. Where there are differences in the requirements for YSJU and UoL research degree study these are clearly denoted in this handbook by text displayed as follows:

York St John University research degree requirements

University of Leeds research degree requirements

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2. National Context of Research Degrees1

2.1 Historical background

The word ‘doctorate’ is derived from the Latin ‘docere’ meaning ‘to teach’. Doctorates emerged in medieval Europe over 800 years ago, with awarding powers originally reserved to the Roman Catholic Church. Early university doctoral training was a form of apprenticeship to guild and these early doctorates constituted an internationally portable licence to teach. However, the ‘traditional’ British PhD (or DPhil, depending on the awarding body) is a relatively modern creation, having been imported from Germany and first awarded in 1917 by the University of Oxford. While the medieval doctorate was primarily a teaching qualification, these new doctorates placed an emphasis on carrying out high quality research. Additional training or further academic study was almost completely excluded, a pattern that has been increasingly challenged since the early 1990s. Critics of the ‘traditional’ PhD attacked its lack of breadth, the need for additional formal training in research methods and the inclusion of more generic skills training. The result has been the diversification of British doctorates, with new forms emerging such as the four year full time Engineering Doctorate (the EngD) and the Professional Doctorate in Education (the EdD), while the ‘traditional’ PhD has evolved to include a wider range of graduate training opportunities to prepare students for a diversity of career paths, not just academia.

The result of these changes is that research degrees in Britain have maintained their requirement for high quality research, but all research degree students are also now expected to engage in training in research methods and professional and career development skills.

2.2 HEFCE

The Higher Education Funding Council for England (HEFCE) is a non-departmental public body, that carries out work on behalf of a government department. Its activities are the responsibility of the government department commissioning them, in HEFCE’s case this is Department for Business, Innovation and Skills. HEFCE’s role is to distribute public funding to universities and colleges in support of high quality teaching, research and related activities. In this process HEFCE takes steps to ensure accountability and encourages, promotes and rewards good practice, ensuring benefit to the economy and society. It is responsible for the distribution of the University’s recurrent grant for research, covering Quality Research Funding and the Research Degree Programme supervision fund. Both are driven in part by the outcomes of the Research Excellence Framework (REF), which has replaced the Research Assessment Exercise for assessing the quality of research in UK higher education institutions (HEIs). The REF is carried out jointly by the four UK higher education funding councils. The REF exercise itself is managed by a single team based at HEFCE, to which universities make submissions of their research in subject-defined ‘units of assessment’. Each submission is assessed by expert panels composed of academics and research users, in terms of the quality of their outputs, the impact of the research undertaken in the submitting unit, and the vitality of the research environment. The resulting quality profiles are not only used by HEFCE (and

1 Derived from Anglia Ruskin’s Research Degrees Handbook.

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the other HEFCs) to help them allocate research funding, but provide benchmarking information and reputational yardsticks, and enable accountability for the public investment in research.

More information about YSJU’s REF submission may be found at: http://results.ref.ac.uk/Results/BySubmission/637

2.3 Quality Assurance Agency for Higher Education

HEIs are legally constituted as autonomous bodies, being responsible for the quality and standards of all of their activities. However, in 1997 the Quality Assurance Agency for Higher Education (QAA) was established to oversee standards in higher education. The QAA is independent of government and of higher education providers, and acts in the public interest, for the benefit of students. It develops guidance that is followed by all involved in higher education, and reviews higher education providers to check whether they meet agreed UK expectations. Its review work is completed under contract with the funding councils (e.g. HEFCE), and its guidance is developed in collaboration with the providers themselves. The QAA itself does not, therefore, define institutional quality and standards, but its UK Quality Code for Higher Education provides the benchmark for them. Chapter B11: Research degrees is of particular relevance to postgraduate research degrees and sets out expectations about the clarity of regulations governing research degrees, the need for a high quality environment in which students can pursue those degrees and the provision of appropriately-qualified supervisors.

2.4 Research Councils

Research Councils UK (RCUK) is the strategic partnership of the UK's seven research councils.

Each year the research councils invest around £3 billion in research covering the full spectrum of academic disciplines from the medical and biological sciences to astronomy, physics, chemistry and engineering, social sciences, economics, environmental sciences and the arts and humanities.

They support excellent research, as judged by peer review, that has an impact on the growth, prosperity and wellbeing of the UK. To maintain the UK’s global research position they offer a diverse range of funding opportunities, foster international collaborations and provide access to the best facilities and infrastructure around the world. They also support the training and career development of researchers and work with them to inspire young people and engage the wider public with research. To maximise the impact of research on economic growth and societal wellbeing RCUK works in partnership with other research funders including Innovate UK, the UK higher education funding councils, business, government and charitable organisations.

The seven research councils are:

the Arts and Humanities Research Council (AHRC); the Biotechnology and Biological Sciences Research Council (BBSRC); the Economic and Social Research Council (ESRC); the Engineering and Physical Sciences Research Council (EPSRC); the Medical Research Council (MRC);

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the Natural Environment Research Council (NERC); the Science and Technology Facilities Council (STFC).

RCUK and its constituent research councils produce a range of policy and other statements. Whilst policies and expectations often originate in one council, they are frequently taken up by all the councils as part of the guidance in good practice that is expected to be followed by those carrying out and managing research in HEIs.

The constituent research councils are also (alongside the recurring research grant allocated by HEFCE) the primary means by which the government’s research budget is distributed, including providing funding schemes to support postgraduate researchers.

2.5 Vitae

The successor of ‘Grad UK’, Vitae was originally funded by the research councils but, since January 2015, it has been a subscription-funded organisation. YSJU is an institutional member as are most UK HEIs, but individual membership is also available. Vitae exists to support the personal, professional and career development of doctoral researchers and research staff in HEIs. To further this it aims to:

champion the development and implementation of effective policy; enhance higher education provision through sharing practice and resources; provide access to development opportunities and resources; build an evidence base to support the researcher development agenda.

Vitae works with HEIs to provide specific support for doctoral researchers and research staff. Vitae champions the common needs and interests of all researchers. There are approximately 90,000 postgraduate researchers studying for doctoral degrees and 40,000 research staff employed within the UK higher education sector and research institutes. Researchers have a diversity of experiences, status, backgrounds, needs and aspirations.

Vitae provides resources, including the Researcher Development Framework (RDF), RDF Planner and advice and information for research students, research staff and research development staff. Activities include:

a dedicated researchers’ portal with information, news and opportunities www.vitae.ac.uk ;

a programme of national courses and activities including ‘GRADschools’ (three to four day experiential programmes for postgraduate researchers focusing on developing their professional skills and career goals), ‘Careers in Focus’ programmes and other activities;

labour market and careers information including surveys and research; opportunities to input to national policy developments and initiatives.

2.6 UK Council for Graduate Education

The UK Council for Graduate Education (UKCGE) was founded to advance graduate education in all academic disciplines in the UK. The Council aims to achieve its mission through a variety of activities such as the organisation of conferences, workshops and discussion forums debating and reflecting on topical postgraduate issues, and the

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publication of reports and newsletters. UKCGE also promotes and conducts research surveys and investigations into postgraduate education, as well as providing postgraduate data and information to both members and other interested parties. YSJU is an institutional member of UKCGE.

2.7 National Postgraduate Committee

The National Postgraduate Committee was formed in 1982, with the aims of:

representing and advancing publicly the interests of postgraduate students in the UK;

promoting the welfare of postgraduate students at HEIs in the UK; promoting communication and cooperation between postgraduate student

associations and societies.

It provides a series of guidelines in regard to postgraduate research and courses and organises various events around the country.

Membership is open to postgraduate students, academics and administrators. Details about membership, events and publications is available at: http://www.npc.org.uk

2.8 National Union of Students

The National Union of Students (NUS) is a voluntary membership organisation which makes a real difference to the lives of students and its member students' unions. It is a confederation of 600 students' unions, amounting to more than 95 per cent of all higher and further education unions in the UK, representing the interests of more than 7 million students. The NUS has a Postgraduate Policy Officer and runs an annual postgraduate conference. It makes responses to government consultations and policies that affect postgraduates.

For more information, see the NUS website: http://www.nus.org.uk/

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3. Institutional Context of Research Degrees

3.1 Academic strategy

The academic strategy places research-informed teaching at the heart of the University’s mission to inspire our students and staff to reach their full potential. We will advance knowledge through research undertaken by our staff and students and through a shared fascination for learning and discovery. We consider research to be fundamental to the life of a university. Research is the foundation for new knowledge, insights and theories which are essential for providing a stimulating and high quality experience for our students and makes possible so much of the innovation and application that provides benefit to wider society. Our aim is to develop a strong, vibrant and sustainable research culture that informs our teaching, inspires our students and staff, enables research excellence, and enhances our academic reputation. Further information about our key objectives for research can be found at: http://www.yorksj.ac.uk/documents/directory/university-policies/registry/research.aspx

3.2 Research Excellence Framework 2014

The Research Excellence Framework (REF) is the system for assessing the quality of research in UK higher education institutions. It is undertaken by a process of expert review across 36 units of assessment (UoAs) and the outcomes provide participating universities with a profile containing three elements of research output, impact and environment.

YSJU submitted research in nine subject areas, as follows:

UoA number UoA name3 Allied Health Professions, Dentistry, Nursing and Pharmacy4 Psychology, Psychiatry and Neuroscience19 Business and Management Studies25 Education26 Sport and Exercise Sciences, Leisure and Tourism29 English Language and Literature33 Theology and Religious Studies35 Music, Drama, Dance and Performing Arts36 Communication, Cultural and Media Studies, Library and Information

Management

The results of the REF 2014 were published in December 2014 and showed that 30% of YSJU’s research was ‘world-leading’ or ‘internationally excellent’. Details of all the submissions and full results for the REF 2014 can be downloaded from the REF website: http://results.ref.ac.uk/results.

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3.3 YSJU research degree awarding powers

YSJU was granted Research Degree Awarding Powers on 23 March 2015. Previously, students studied for research degrees at YSJU under an accreditation agreement with the University of Leeds (UoL).

3.4 Students continuing on UoL research degrees

Not all research students registered on UoL research degrees will be able or wish to transfer to YSJU research degrees. As a result, some students’ candidatures will be under UoL ordinances and regulations and others under YSJU regulations. As a result, it is vital that supervisors, examiners, students and all those involved with research degree candidatures ensure that they are at all times clear on which regulations and code of practice or protocol apply. If further clarification is required please contact Registry to confirm which regulations apply. This situation is likely to continue for some years until the last UoL-registered students complete their degrees.

Where there are differences in the requirements for YSJU and UoL research degree study these are clearly denoted by text displayed as follows:

York St John University research degree requirements

University of Leeds research degree requirements

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4. The Management of Research Degrees at YSJU

4.1 Overview

York St John University (YSJU) ensures that its arrangements for the provision of research degrees, as a minimum, meet the requirements of the Quality Assurance Agency Quality Code Chapter B11: Research degrees.

Oversight of research degree provision is principally the responsibility of Academic Board, the Quality & Standards Committee (QSC), the Research Degrees Sub Committee (RDSC) and the Research Degrees Examination Panel (RDEP).

RDSC operates as a sub-committee of the QSC and has responsibility for monitoring the progress of research students, the quality of the supervision and making decisions in relation to admissions, the appointment of supervisory teams, approval of suspensions/extensions and changes to programmes of study. RDSC includes representatives from all faculties, the Students’ Union and a research student representative. The Chair of RDSC is a research-active senior member of YSJU staff, with significant experience of supervising research students.

The RDEP is responsible for the implementation of policy and procedures for the examination of research degree students for research degrees awarded by YSJU, under the delegated authority of Academic Board.

The Deputy Vice Chancellor has overall management responsibility for research activities at the university but day-to-day responsibility for research students is delegated to faculties.

4.2 Registry

Registry is responsible for administering research degree candidatures and maintaining research student records. Registry staff are located on the second floor of New Wing and the key points of contact for research degrees are:

Contact point Email TelephoneJill GrahamResearch Officer

research@yorksj.ac.uk

01904 876679

Martin GregsonSenior Administrative Assistant (Research)

01904 876679

The research degrees section of the Quality Gateway provides information on the University’s approach to managing the quality and standards of research degrees.

4.3 Academic Development Directorate

The Academic Development Directorate (ADD) provides training for staff and research students, including the Research Skills Development Programme, central support for research and a booking service for ADD, University of Leeds (UoL) and University of York courses. Victoria and John provide and support research skills training and development

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and research student inductions. John also liaises with Postgraduate Research and Operations (PGRO) colleagues at UoL. Mandy and Rebecca provide training and development for teaching and support research students working towards Higher Education Academy Fellowship or Associate Fellowship. Phil, Roisin and Daniel support technology enhanced learning and Sue co-ordinates all directorate activity, including course bookings. ADD is located in Holgate rooms HG/213-7 and HG/228 and contact details for ADD staff are as below.

Team member Email TelephoneMandy AsgharDirector of Academic Development

m.asghar@yorksj.ac.uk 01904 876823

Dr Victoria CarpenterHead of Research Development

v.carpenter@yorksj.ac.uk 01904 876076

Dr John RuleResearch Development Manager

j.rule@yorksj.ac.uk 01904 876753

Dr Rebecca O'LoughlinEducational Developer

r.oloughlin@yorksj.ac.uk 01904 876973

Sue CopelandAcademic Development Co-ordinator

s.copeland@yorksj.ac.uk 01904 876305

Holly CampbellGraduate Intern

h.campbell@yorksj.ac.uk 01904 876471

Phil VincentTechnology Enhanced Learning Manager

p.vincent@yorksj.ac.uk 01904 876782

Roisin CassidyTechnology Enhanced Learning Advisor

r.cassidy@yorksj.ac.uk 01904 876975

Daniel MackleyTechnology Enhanced Learning Advisor

d.mackley@yorksj.ac.uk 01904 876987

4.4 The Graduate Centre

The Graduate Centre is situated in HG/123 on the first floor of the Holgate building. This area provides individual locker space, shared desks and computers, free printing from a multi-function scanner and copier, access to general research and reference ‘bench books’ (please do not take these away from the Graduate Centre), a bookable meeting room, a break-out room and a kitchenette with a kettle, a fridge and a microwave. However, this is much more than just a study space: it is home to a cross-disciplinary community of active researchers. It provides a space to mix with research students from all faculties and an invaluable chance to learn from each other’s experiences. Previous students often identified the community in the old Graduate Centre as one of the best things about studying at YSJU and we hope the users of the new, larger Graduate Centre will develop the community further still. Whether students are studying full time or part time they are encouraged to join their fellow research students in the Graduate Centre, even if it is just for a coffee or lunch. It can be surprising how much students can learn from people studying completely different topics!

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Access to the Graduate Centre requires a keypad code, supplied by the ADD to new research students. It can be used 24/7 when the University is open. For desk allocations, contact the Research Committee student representative.

TelephonesTelephones are provided in the Graduate Centre (+44 (0)1904 876239) and Graduate Centre Meeting Room (+44 (0)1904 876238). These are to be used for research purposes only. Please note that the University is charged for calls to 0800, 0845 and other ‘free’ lines, so calls to these numbers must not be made from these telephones.

Virtual Graduate CentreThe University maintains a ‘Virtual Graduate Centre’ on YSJU’s virtual learning environment, Moodle. This provides access to the regulations, handbooks, forms, useful links and other information relevant to research degree study at the University.

Research students and supervisors can gain access to the Virtual Graduate Centre using their regular IT details and the enrolment key “virtualgrad” at this location: http://moodle.yorksj.ac.uk/course/view.php?id=99.

4.5 Postgraduate Research Supervisors’ Forum

The Postgraduate Research Supervisors’ Forum (PRSF) assists with the ongoing development needs of research supervisors as well as facilitating opportunities for research supervisors to share their experiences and good practice. There are normally eight meetings per year which address regulatory issues and aspects of skills development required for effective supervision. Topics are decided upon through the experience and requests of its supervisors as well as working with the RDSC in relation to quality assurance and enhancement, regulations and student feedback. Sessions are presented mainly by relevant experienced/senior YSJU staff but on occasions involve external colleagues. As part of the eligibility criteria for supervision all supervisors are required to attend a minimum of two PRSF sessions per academic session. For details see: http://www.yorksj.ac.uk/add/add/research/prsf.aspx

4.6 Faculty Heads of Research (FHoRs)

The Faculty Heads of Research (FHoR) are responsible for providing research leadership within their faculty, nominated by and reporting to their Dean and chairing their Faculty Research Committee. They have oversight of research student recruitment, take a lead role on the development and implementation of faculty research plans and support the Deputy Vice Chancellor in meeting the research objectives of the academic strategy. Each faculty will have one Faculty Head of Research who will usually be a Professor, although some responsibilities may be delegated and/or shared with other senior colleagues.

Their role includes:

chairing their Faculty Research Committee; working with their Dean to provide leadership and take responsibility for research

development within the faculty;

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working with the Associate Dean (Quality) on quality assurance processes relating to the management of research students;

overseeing and facilitating bids for research funding; taking a lead role in preparing for Research Excellence Framework submission; overseeing the recruitment and admission of research students, including the

allocation of scholarships and approval of supervisory teams ensuring that appropriate expertise for supervision and adequate resources for the proper conduct of the research are available, and that any potential ethical issues arising from the application are considered;

ensuring ongoing support and mentoring to supervisors and potential supervisors; overseeing the processes for reviewing and assessing research students, working

with Faculty Postgraduate Tutors (as appropriate to the faculty); overseeing data collection in relation to research activities and academic

performance (e.g. via the Academic Profile System and other forms of online reporting);

providing support and advice to the ADD; supporting the Deputy Vice Chancellor in meeting the research objectives of the

academic strategy; taking a lead role in supporting University-wide developments in research.

The FHoRs are as below.

Faculty Head of Research Telephone EmailArts Prof Gary Peters 01904 876771 g.peters@yorksj.ac.uk

Business School Prof Bob Garvey 01904 876277 r.garvey@yorksj.ac.uk

Education & Theology

Prof Sebastian Kim 01904 876439 s.kim@yorksj.ac.uk

Health & Life Sciences

Prof Howard Hall 01904 876302 h.hall@yorksj.ac.uk

4.7 Faculty Postgraduate Research Tutors

A Faculty Postgraduate Research Tutor (FPRT) works collaboratively with the FHoR and is responsible for:

providing research students with pastoral care; consulting research students about matters of student satisfaction with

supervision and support (e.g. research environment, resources, facilities and opportunities);

identifying for the FHoR any matters of concern, or any issues which may have wider policy or procedural implications.

Each research student is allocated an FPRT who is independent of the student’s supervisory team and it is expected that, normally, the research student will remain under the care of the same FPRT for their candidature.

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4.8 Faculties

Faculty of ArtsFaculty Research Administrators Sue Morecroft & Carol Leyland

Email: artsresearch@yorksj.ac.ukTelephone: 01904 876757Location: QS/211 (Quad South)

Contact for expenses enquiries As aboveFaculty homepage http://www.yorksj.ac.uk/arts/faculty-of-arts.aspxFaculty of Education & TheologyFaculty Research Administrator Jelena Erstic

Email: j.erstic@yorksj.ac.ukTelephone: 01904 876254Location: MC/107 (McGregor Wing)

Contact for expenses enquiries Rachel ZainoEmail: r.zaino@yorksj.ac.ukTelephone: 01904 876527Location: MC/103 (McGregor Wing)

Faculty homepage http://www.yorksj.ac.uk/education--theology/faculty-of-etrs.aspx

Faculty of Health & Life SciencesFaculty Research Administrator Sue Copeland

Email: s.copeland@yorksj.ac.ukTelephone: 01904 876841Location: DG/206 (De Grey Court)

Contact for expenses enquiries As aboveFaculty homepage http://www.yorksj.ac.uk/health--life-sciences/

faculty-of-hls.aspxYork St John Business SchoolFaculty Research Administrator Carly Brind

Email: BSresearch@yorksj.ac.ukTel: 01904 876671Location: DG/108 (De Grey Court)

Admin contact for expenses enquiries As aboveFaculty homepage http://www.yorksj.ac.uk/business-school/york-

st-john-business-school.aspx

4.9 Academic Liaison Librarians

The Academic Liaison Librarians are based in the Fountains Learning Centre.

Faculty of ArtsEnglish Literature; Creative Writing; Film and Television Production; Media Studies; Film Studies; Music; Music Production; Theatre; Dance

Lottie AlexanderEmail: l.alexander@yorksj.ac.ukTelephone: 01904 876699

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History; American Studies; Fine Arts; Product Design; Computer Science; Human Geography

Leah EmaryEmail: l.emary@yorksj.ac.ukTelephone: 01904 876699

Faculty of Education & TheologyEducation; Theology and Religious Studies Clare McCluskey

Email: c.mccluskey@yorksj.ac.ukTelephone: 01904 876324

Faculty of Health & Life SciencesPsychology; Counselling Jane Munks

Email: j.munks@yorksj.ac.ukTelephone: 01904 876105

Sport; Occupational Therapy; Physiotherapy; Health and Social Care; Biomedical Science

Ruth PattersonEmail: r.patterson@yorksj.ac.ukTelephone: 01904 876424

York St John Business SchoolBusiness Management; Languages and Linguistics Jane Munks

Email: j.munks@yorksj.ac.ukTelephone: 01904 876105

4.10 Services for international students

York St John University offers specialist support to all international students. Please contact the appropriate area with any queries:

International Student Support iss@yorksj.ac.ukAdmissions and application queries YSJinternational@yorksj.ac.ukVisa-related queries visa@yorksj.ac.uk

4.10.1 Academic Technology Approval Scheme

With effect from 1 November 2007 the UK government introduced the Academic Technology Approval Scheme (ATAS). In effect, non-EU/EEA citizens planning to undertake postgraduate study in the UK in certain science, engineering or technology disciplines must acquire an ATAS certificate before they can apply for a visa, entry clearance or extension of stay. Further information about the scheme is published at: https://www.gov.uk/academic-technology-approval-scheme .

4.10.2 Deposits

All international research applicants who are eligible will receive a conditional offer on payment of a deposit, which is 50% of tuition fees.

This will need to be paid in order for an offer to be made unconditional and a confirmation of acceptance of studies (CAS; an online record used to apply for a Tier 4 visa) to be

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issued, enabling an applicant to apply for a UK Tier 4 visa. The precise amount of money that needs to be paid at this stage will be detailed in the conditional offer email.

The remaining 50% is due at enrolment prior to the commencement of study.

Please see the deposit policy for details on deposit repayments, deferrals and more.

4.10.3 Points-based system – Tier 4 (General) student visa

All non-EU/EEA citizens seeking UK degrees will enter on Tier 4 (General) student visas.

If unconditionally accepted onto a research programme, the University will issue an applicant with a CAS and will then be their sponsor in the UK.

Before an applicant can be issued with a CAS, they must meet all academic and English language conditions and must pay the 50% tuition fees deposit. 

4.10.4 Tier 4 responsibilities

Tier 4 of the points-based system requires students and education providers to comply with certain responsibilities. These responsibilities apply wherever an individual studies as a Tier 4 student and are not particular to York St John University. Care should be taken to read this section carefully to ensure awareness of what is required of the student and the University.

The Home Office expects Tier 4 students to meet a number of conditions as listed below.

remain registered as a full-time student and attend all supervision meetings, seminars, research training and other research events. Students who are unable to attend should inform their Faculty as unauthorised absences must be monitored and prolonged absences can result in reports to the Home Office and curtailment of a visa;

register with the police if it states on the visa that they are required to do so.  Students must also make sure that their police certificate is kept up-to-date with their current address and immigration permission;

leave the UK if they stop studying (for example if they are granted a suspension of studies).  Students should always seek advice from YSJ International if their registration status is about to change;

not breach the conditions of their visa. This includes ensuring that they do not work more hours than they should. For further information about working in the UK whilst on a Tier 4 student visa, visit the working during study webpage;

inform the University if they change immigration status and no longer have Tier 4 immigration permission. Students can do this by bringing their new visa to the International Visa and Compliance Advisor who can be contacted through the Student Advice Desk or visa@yorksj.ac.uk;

inform the University every time they obtain a new Tier 4 student visa by bringing their Biometric Residence Permit and passport to the International Visa and Compliance Advisor who can be contacted through the Student Advice Desk or visa@yorksj.ac.uk ;

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ensure the University holds up-to-date contact details for them. This should include their UK address as well as telephone numbers and any personal email addresses. The University may need to communicate urgent immigration-related information to students via these contact details so it is essential that they keep them up to date and check their messages regularly;

inform the University if their application to the Home Office is refused. Students should seek advice from YSJ International if this happens.

Tier 4 students can do simple things to protect their immigration status in the UK. Read the UK Council for International Student Affairs(UKCISA) information sheet ‘Protecting your Tier 4 immigration status’ for more details.

For more information about rights and responsibilities whilst in the UK visit the Home Office website.

As a Tier 4 sponsor, the Home Office requires the University to do the following:

ensure that we have up-to-date contact details for all Tier 4 students;

ensure we have a copy of all students’ current Tier 4 (or other) visa;

inform the Home Office of any students who fail to register for their programme of study;

Inform the Home Office of any students who interrupt or withdraw from their programme of study and confirm the date that they intend to leave the UK.

monitor the attendance of Tier 4 students and report to the Home Office any students who fail to meet the its requirements;

inform the Home Office about any significant changes to a student’s circumstances or programme of study (e.g. if a student completes the programme early).

For further details students should consult:

http://www.yorksj.ac.uk/international/visa-and-immigration.aspx

http://www.ukcisa.org.uk/

Please note the information may be subject to change due to changing requirements of the Home Office.

International students have a responsibility to ensure that they have valid immigration permission at all times during their study at the University whilst in the UK. If they allow their immigration status to lapse at any time during their registration the University will suspend their study or withdraw them from their programme of research. Students must keep the University informed of any changes to their immigration status throughout their candidature. For specific advice on visas please contact the Visa and Compliance Advisor on telephone number 01904 876864 or email: visa@yorksj.ac.uk

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4.10.5 English language qualifications

YSJU requires applicants whose first language is not English to meet specific English language entry requirements as set out in the Research Student Admissions Policy and Interview Guidance Notes.

Where students have satisfied these English language requirements, but further English language training needs are identified after admission, further training is available through the York St John Business School.

This should be included in the training and development needs analysis and training plan.

4.10.6 Change of address

Any change in a student’s home or term-time addresses must be notified to the University via e:Vision (http://www.yorksj.ac.uk/evision).

4.10.7 Council tax exemptions for international students

International students should not have to pay council tax if they are:

registered on a full-time course of at least one academic or calendar year;

they are staying in University accommodation;

they are a dependant of a full-time student (who is on a programme lasting at least one academic or calendar year).

International students may have to pay council tax if:

they rent a property in the private-sector with adults who are not eligible full-time students (or their dependants from outside the EEA);

For more information, look at the UKCISA Information Sheet ‘Council tax and international students’.

An international student who has submitted their thesis for examination may qualify for council tax exemption whilst awaiting examination. Further advice can be sought from York St John Students’ Union.

4.10.8 Referral / re-submission

In cases of where a student is referred/permitted to re-submit following the oral examination, the student is required to revise the submission, which may entail further research or any other activity required by the examiners, and subsequently undergo re-examination. International students do not have to remain in the UK during this period before re-submission, and supervision may take place by means other than face-to-face meetings, e.g. Skype. International students who wish to register and remain in the UK whilst here on a Tier 4 General Student Visa can do so subject to the approval of their Faculty. Students must continue to follow normal supervision meetings and attend to the satisfaction of their Faculty.

4.10.9 Early submission

International students (in the UK with permission as a student) are advised to contact the

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Visa and Compliance Advisor for immigration advice on the implications of early submission to their visa status on telephone number 01904 876864 or email to visa@yorksj.ac.uk

4.10.10 Examination and graduation

Every effort will be made to schedule oral examinations within three months of the submission of the thesis, however if an oral examination is scheduled outside of three months from submission of the thesis, the student may be required to return to their home country and come back for oral examination on visitor visa. If the Tier 4 visa expires prior to the date of the graduation ceremony, international students wishing to attend the ceremony may be required to return to their home country and come back for the ceremony on visitor visa.

4.11 Research Student Charter

YSJU is a vibrant learning community of students and staff working together to create an environment in which we can all fulfil our academic and personal potential. We all have rights and responsibilities and we will all benefit if we actively respect and protect the rights of others. The University will take all reasonable steps to provide a safe, secure and healthy environment that is conducive to learning and working and is inclusive of the needs of all students and staff. Everyone in the YSJU community is expected to:

act with courtesy and respect in all situations – with peers, colleagues and the local community;

contribute to building a friendly community that is free from harassment and discrimination;

actively engage in University life and challenge exclusion and prejudice in all forms;

take responsibility for resolving problems and seek support when needed; be aware of University policies, regulations and codes of practice.

The YSJU Research Student Charter has been jointly created by the University and Students’ Union to set out what the University expects of research students and what they can expect from the University and the Students’ Union. Students are encouraged to read it and check out the links to other useful information which will help them to make the most of their time at the University. Students are welcome to give feedback on the Charter to Nic Streatfield (Head of Student Support) by email to n.streatfield@yorksj.ac.uk .

4.12 Research student representation, feedback and channels of communication

Research students are represented on the Research Committee, the RDSC and Faculty Research Committees. These student representatives participate in discussions and meetings to enhance the student experience and are encouraged to consult fellow research students. They are also asked to make sure a wide variety of opinions are represented at the committee meetings. Having representatives ensures that research students have a platform to raise and discuss issues affecting them, and to influence future University policy for research degree programmes.

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Research student representatives are nominated and elected through York St John Students’ Union, which provides them with training.

Contact details for the current Research student representatives are given out as part of the induction, and are displayed in the Graduate Centre and on Moodle. The YSJ Students' Union website contains information on representation and further advice is available from Gabby Wilson, Vice President Education on email g.wilson1@yorksj.ac.uk.

Further channels of communication exist for research students to provide feedback on the existing arrangements for research degrees at YSJU, including Deans, FHoRs and Postgraduate Research Tutors. The University regularly surveys research students about their experiences and satisfaction with arrangements and facilities, including participating in the Higher Education Academy’s Postgraduate Research Experience Survey (PRES). YSJU has a strong record of high response rates to the PRES (87% in 2014) and research students are warmly encouraged to participate in this and other surveys.

University of Leeds research degree requirements

4.13 The UoL Graduate Board

The University of Leeds (UoL) Graduate Board is solely concerned with research students continuing on UoL research degrees. It formulates and implements policies and procedures and monitors and reviews arrangements for and satisfaction with UoL research degrees. The Board is chaired by the UoL Dean of Postgraduate Research Studies and it includes a YSJU representative. It is responsible for implementing policy and regulations via PGRO, Faculty Graduate School Committees and Postgraduate Research Tutors. The equivalents of these within YSJU are Registry, the RDSC and FHoRs. Some progress decisions, the examination process and the decision regarding the award of degrees fall within the remit of the UoL Graduate Board, though many progression decisions in standard cases are delegated to RDSC. UoL research students are represented on the Board. For further information about the Graduate Board and its groups, please visit the website: http://www.leeds.ac.uk/rsa/graduate_board/graduate_board.html

4.14 UoL Postgraduate Research and Operations

As with the UoL Graduate Board, this section is only relevant for students continuing on UoL research degrees.

Location: Student Services Centre Counter, Level 9, Marjorie and Arnold Ziff Building Normal opening hours: Weekdays 09.00-17.00 (Wed 10.00-17.00) Postal address: Postgraduate Research and Operations

Student Services CentreMarjorie and Arnold Ziff BuildingUniversity of LeedsLeedsLS2 9JT

Telephone direct line: 0113 343 5057

Email: rp_student@adm.leeds.ac.uk

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Website: www.leeds.ac.uk/rsa

PGRO is based within the UoL Student Services Centre and issues official letters of admission, manages the registration that follows and maintains records for research students at UoL. YSJU Registry performs many of these functions for research students at the University. PGRO has responsibility for providing the Graduate Board with the information required, both routinely and for any special circumstances that may develop. Research students studying for UoL degrees at YSJU can access PGRO expertise and advice through the Research Development Manager in ADD at YSJU, but, other than submitting their completed thesis, will normally have little direct contact with PGRO.

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5. Research Degree Supervision

5.1 The supervision model

All YSJU research degree students have a supervisory team which is comprised of one main supervisor with one or more co-supervisors. The main supervisor should normally be a York St John University (YSJU) member of staff, although on occasion it may be appropriate for former members of staff to continue in this role to see students through to completion. At least one co-supervisor must be a member of YSJU staff to ensure that all students have at least two ‘in-house’ supervisory points of contact, but other co- supervisors may be external, for example from other higher education institutions. It is not necessarily the case that the main supervisor will be the most senior or experienced member of the team. Each supervisory team must satisfy YSJU’s Eligibility Criteria for Research Degree Supervision and Supervisory Teams.

Where two or more faculties are involved in a candidature, the faculties concerned should agree which is acting as the student’s parent faculty and notify Registry of this. This faculty should then take full administrative responsibility for the student.

The model of supervision adopted for a particular student may change during the period of study. Whichever model of supervision is adopted, there should be a procedure whereby the student is offered the opportunity to have a pastoral meeting at least annually, in the absence of the supervisor(s). In this meeting, the Faculty Head of Research (FHoR), or another senior member of academic staff from within the faculty, should review and discuss progress, comment upon the nature of the supervision received and draw attention to any matters of concern.

In the event of a supervisor leaving the University it is the responsibility of the Dean, or FHoR acting on their behalf, to ensure that alternative and acceptable supervision arrangements are made.

For further information about supervisory support please refer to section 4 of the YSJU Code of Practice for Research Degrees.

5.2 Eligibility to supervise and general advice to supervisors

YSJU requires that staff registered on the list of approved supervisors must meet the following criteria:

(a) they would normally hold a doctoral-level qualification; (b) they have completed the required course on research degree supervision

(currently provided by the University of Leeds (UoL) Staff and Departmental Development Unit) in the previous five years;

(c) they have attended a minimum of two Postgraduate Research Supervisors’ Forum (PRSF) development sessions for supervisors in the previous year to maintain the currency of their expertise;

(d) they are a member of academic staff on a minimum 0.2 FTE permanent contract at YSJU or a minimum 0.2 FTE fixed-term contract with an expiry date at least six months after the submission deadline for the student’s thesis.

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For further information about the eligibility for research degree supervision and supervisory teams support please refer to the Eligibility Criteria for Research Degree Supervision and Supervisory Teams.

Any member of staff wishing to supervise should discuss this with their FHoR in the first instance and then with their line manager. They will be required to attend a University course on research degree supervision before being recommended for appointment as a supervisor. Staff who have no previous research supervision experience need to attend a full-day course. Supervisors with prior experience in another university need only to attend a half-day course for experienced supervisors. This option is also available to experienced supervisors who wish to update their knowledge of policy and procedures relating to the supervision of research students under either UoL or YSJU regulations. Once a suitable date is identified, and attendance approved by the individual’s line manager and FHoR, courses can be booked through the Academic Development Directorate at add@yorksj.ac.uk.

5.3 CPD training for supervisors

In addition to this mandatory training, all supervisors are required to maintain the currency of their supervision knowledge and skills by participating on a regular basis in continuing professional development (CPD) opportunities. These opportunities are offered at YSJU through the Postgraduate Research Supervisors’ Forum. All staff who are eligible to supervise must attend at least two meetings of the PRSF per year in order to meet the University’s CPD requirements for supervision. The PRSF normally meets eight times per year and provides the opportunity for supervisors across the University to share experience and good practice by focussing on particular aspects of the supervision process and national sector-wide policies and initiatives. Up to two of these sessions are designed to enable supervisors and research students to learn and discuss selected issues. PRSF sessions are led either by senior York St John researchers or external colleagues.

5.4 Responsibilities of supervisors

Supervisors are responsible for various activities including, but not limited to:

(a) conducting a training needs analysis (including ethical issues) within one month of commencement of study and ensuring that the student receives the research training appropriate to the requirements of the research;

(b) approving a timetable for the work of the student and seeing that it is followed; (c) advising on all aspects of the research and thesis preparation; (d) commenting within a reasonable time on all written work submitted by the student; (e) carrying out review meetings and making written reports on the student’s progress

every six months for full-time students and every 12 months for part-time students;(f) ensuring, in partnership with the student, there are written records of formal

supervision meetings;(g) arranging regular meetings with the student in accordance with the University’s

Code of Practice for Research Degrees;

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(h) ensuring the student receives written feedback on the assessment of progress, and to draw to the attention of the student problems when they arise – where necessary this should be done in writing;

(i) taking action to bring to the attention of the Head of Research any concerns about a student’s unsatisfactory progress;

(j) reading and commenting on the whole of the draft thesis prior to submission provided it is made available by the student in reasonable time;

(k) reporting to Registry when there has been no contact with an individual research student or when there has been a pattern of absences which is affecting the student’s progress or causing concern for the student’s well-being in accordance with either the UoL or YSJU attendance monitoring guidance.

A complete summary of the responsibilities of supervisors, which includes making students aware of the University’s ethical procedures and ethical review, is provided in section 4 of the YSJU Code of Practice for Research Degrees.

Supervisors should make students aware of the necessity of maintaining high standards of academic conduct and of the requirements to avoid conduct amounting to the fabrication of results or plagiarism. This should be done at an early stage of the candidature.

5.5 YSJU senior supervisors and UoL sole supervisors

Members of YSJU academic staff who are experienced research degree supervisors may apply for UoL ‘sole supervisor status’ or YSJU ‘senior supervisor status’. All YSJU research students registered on UoL research degrees must have at least one UoL sole supervisor within their supervisory team. All students registered on YSJU research degrees must have at least one YSJU senior supervisor within their supervisory team. The Eligibility Criteria for Research Degree Supervision and Supervisory Teams contains further information.

It should be noted that as YSJU operates supervisory teams with a minimum of two supervisors, no supervisor, even one with ‘sole status’, will supervise alone at YSJU.

There is no application form for UoL sole supervisor status. Eligible staff need to apply to UoL through the Research Development Manager (j.rule@yorksj.ac.uk) at YSJU. The application usually includes the following:

(a) a brief curriculum vitae including a list of recent publications;(b) a list of all research students supervised with dates of supervision (in the past and

currently at YSJU or elsewhere);(c) a list of all research students supervised who have submitted successfully (with

name of student, title of degree, year of award and awarding institution);(d) a list of research degree internal or external examinerships held (with year of

appointment).

This can be written up as an integrated CV specifically for sole supervision status, but does not have to be in this format.

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5.6 Change of supervisor(s)

Supervisory teams are set up with the intention that they will remain the same for the duration of the candidature. In some cases, however, the supervisory team appointed for a particular student may need to change during the period of study. Responsibility for recommending the appointment of suitable supervisors rests with the FHoR. Routine circumstances where alternative arrangements should be put in place include:

(a) the main supervisor having research leave and is unable to continue supervision during this period;

(b) the supervisor leaving the University;(c) the supervisor being on long-term sick or maternity leave;(d) a change of focus in the student’s research, requiring additional or alternative

supervisory expertise.

If a supervisor is unable to supervise a student due to absence for a period of two months or longer and will not continue with supervisory meetings during this period then arrangements must be put in place at the earliest opportunity by the FHoR to ensure that the 10 supervisory meetings required during the year take place as planned and the continuity of supervision is maintained.

If the supervisor is due to take up an appointment at another institution a meeting should be held to agree future supervisory arrangements including when supervision will be overseen by the new supervisory team. The FHoR must ensure that this is discussed with the student at the earliest opportunity.

Changes to a supervisory team should be co-ordinated through the FHoR by completing the Request form for a change in the Supervisory Team for a Research Student and requests will be considered for approval by the subgroup of Research Degrees Sub Committee. Following approval of the change, the revised arrangements will be communicated to the student and supervisory team.

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6. Starting the Research Student Journey

6.1 Enquiries and admissions process

We welcome enquiries from potential research students at any time during the academic year. Students are advised before applying to visit our website to find out more about our areas of research and make informal contact with a specific faculty either by contacting an individual member of academic staff or the Faculty Research Administrator. Academic staff can assist potential students by discussing their research proposal and, if appropriate, assist the applicant to develop a proposal in preparation for the application stage. Potential supervisors are strongly encouraged to do this, although they should refrain from putting too much effort into rewriting a weak or flawed proposal. It is important that applicants should be able to accept and action advice from potential supervisors by themselves and not be overly dependent on supervisors.

The University’s has an online application system which allows applicants to review their application before and after submission. Applicants can apply to study from the research degrees page (http://www.yorksj.ac.uk/research/research-degrees.aspx) by selecting the faculty they wish to apply to, the degree they wish to study and whether they wish to study full time or part time. At this point, the applicant is directed to the relevant application form.

Guidance on registering and using the system can be found at: http://www.yorksj.ac.uk/study/admissions/online-application-guide.aspx

The Research Student Admissions Policy and Interview Guidance Notes details the process that will be followed in considering applications for research degrees.

6.2 Registration on more than one programme

Research students must normally have completed or terminated any other programme of study at York St John University (YSJU) or any other higher education institution (HEI) prior to registering on a research degree at YSJU and are not normally permitted to register concurrently on another programme of study at YSJU or any other HEI during their research degree.

6.3 Hours of work/research per week

It is important that the research project is completed and the thesis submitted within the standard period of study (i.e. 3 years full time or 6 years part time for PhDs). Doctorates provide the preparation and training for a professional career and require the same commitment to meeting objectives and timescales for the completion of work. Full-time research students are therefore expected to work on their research project for periods of time that are comparable to a full-time job, i.e. 40 hours a week, 45 weeks per year. This does not include paid work, e.g. teaching. The expectation is that part-time research degrees require about half this commitment, 20 hours per week for 45 weeks a year, or some form of equivalent. It is inevitable that a student’s workload will be variable during the course of the year and it should be agreed with the supervisory team. When approaching a specific deadline such as the submission of a transfer report or thesis additional hours of work will be necessary. Research students are, as part of their

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workload, expected to undertake other professional activity (for instance to attend conferences), field work and other research activities outside the University during the course of their studies. However, research students are also encouraged to maintain a good work/life balance.

6.4 Developing the research proposal

Advice should be taken from the supervisory team on the selection of research to be carried out. The research must not be so large that it cannot be mastered within the standard period of study for the degree and should not be so limited that it gives insufficient scope for the necessary originality and aptitude for research that will need to be demonstrated during the period of study. Students should discuss their research in detail with the supervisory team to clarify such matters as the experimental design, methodology, research ethics and the resources needed as well as undertaking a training needs analysis.

When undertaking the research, students should guard against the danger of becoming so engrossed in the detail of one aspect of the research that the wider aspects of the topic and the discipline as a whole are neglected, so losing a sense of proportion. If, as the work proceeds, a student contemplates a change in its scope or emphasis, they should seek the opinion of their supervisory team at an early stage.

6.5 Application and interview

The minimum entry requirements and English language requirements for research degree study are set out in the Research Student Admissions Policy and Interview Guidance Notes. Full details of the process that will be followed in considering applications are also provided.

Applicants who do not meet the above requirements may be considered in exceptional circumstances. If such an individual is recommended for acceptance at interview, a case for their acceptance, written by a Faculty Head of Research, will be required.

Applications for research degrees must be made through the online application system, which can be accessed through the relevant faculty link on the website.

Once an application has been submitted, Admissions staff will acknowledge receipt and forward the application to the appropriate faculty. If the applicant meets the minimum requirements, the research proposal is considered to be viable and there is supervisory capacity available to support the project, the applicant will be invited to an interview.

Following the interview the applicant will be verbally informed of the outcome by the chair of the interview panel. The outcome will be one of the following:

a recommendation for admission; a recommendation that the proposal be revised and resubmitted; a rejection.

The outcome of the interview will be forwarded to Admissions who will provide the applicant with formal feedback from the panel.

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6.6 Offer and admission

Once an applicant has been recommended for admission to a research degree the application will be considered by a subgroup of the Research Degrees Sub Committee and, if approved, Registry will advise Admissions and an offer will be sent to the applicant.

There are three start dates during the year for research degrees (February, June and October) and the successful applicant will be offered a place on the next available start date for study. The Academic Development Directorate (ADD) will provide details of the induction programme to the applicant.

Before commencing as a research student, evidence may also be required to show that the conditions of acceptance as stated in the offer letter have been fulfilled. Original degree certificates (or certified copies of) and evidence that the applicant meets the minimum English language requirements for admission may need to be made available for inspection. The enrolment process cannot be progressed until this has been done.

6.7 Registration and enrolment

All research students are registered on a programme of study and a comprehensive student record is maintained by Registry. This enables tracking of student progress for internal reporting purposes.

Enrolment is the process by which YSJU registers its students on a programme of study and the student agrees arrangements for their tuition fee payments. All new research students (including YSJU staff) are required to enrol on commencement of their studies. Registry will send out an enrolment email to enable students to complete their academic enrolment online via the web-based student record system e:Vision.

In order for new students to complete registration, they must also obtain a student ID card which also acts as the YSJU library card. A passport photo will either need to be uploaded during the online enrolment process, or be provided to the Student Advice Desk in Holgate building, using a ‘Photos for Student ID Cards’ form . Once this has been processed (normally within 5 working days) students can collect their ID card from the Student Advice Desk in Holgate, but must bring photographic proof of ID with them (e.g. passport or photo card driving licence).

All continuing research students (including YSJU staff) are required to re-enrol in September each year while they remain students irrespective of when they started. Registry will notify continuing students when the online enrolment process is available for them to complete. Students who have academic fees or accommodation charges outstanding from the previous year will be unable to enrol for the new academic year until the debts have been settled. Permission to re-enrol may also be withheld in cases where a student has failed to make satisfactory progress or to achieve a satisfactory academic standard of work for the degree programme. In such a case, supervisors should ensure that they have raised the issues with the student, discussed the issue with the FHoR, provided the student with an interview with the FHoR and given the student sufficient chance to rectify the issues before proposing that they be required to withdraw.

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If enrolment is not completed within one month then access to University facilities may be withdrawn. Students who fail to enrol over a specific time period may be withdrawn from the University.

Financial enrolment must also be completed. Students must normally provide satisfactory evidence of their ability to pay tuition fees (e.g. sponsor’s award letter or bank statement) and may be required to pay a deposit. Payment by instalment is available as an option. Queries about financial enrolment should be directed to Cheryl Seargent in the Finance Department (by telephone on 01904 876616 or email to c.seargent@yorksj.ac.uk).

It is mandatory for all international students to show their passport (and biometric identity cards if appropriate) at initial registration. Further information about immigration rules is provided in section 4.10 of this handbook.

Students can email registry@yorksj.ac.uk with any queries about logging into e:Vision or if help is needed with any of the process and the query will be answered as soon as possible. Alternatively students can call Registry on 01904 876813 or 876679 between 9am and 5pm from Monday to Friday. To help in processing the query the student ID number (printed on the enrolment letter and student ID card) should be quoted in all correspondence.

6.8 Payment of academic fees

The payment of fees forms part of the financial enrolment process. Academic fees for research students (session 2015-16) are:

Full-time Part-time

Home-based and EU students £3,500 pa £1,750 pa

Non-EU students £9,500 pa N/A

Fees for registration for partial years are calculated pro-rata.

Self-funding students are required to pay academic fees at enrolment. Payment may be made by instalments.

Students who have an award or sponsorship to cover fees must provide evidence of that agreement (e.g. the formal award letter) and contact details for the awarding body or sponsor and enrolment cannot be completed until that has been done. For students who have been awarded a YSJU studentship this information will be supplied directly to Finance by Registry. The University will invoice the sponsor directly for the annual academic fees and sponsors are required to pay the annual academic fees in full at the beginning of the programme of study, upon receipt of the invoice. Instalment arrangements are not available.

For further information about the payment of academic fees, please contact Cheryl Seargent (by telephone on 01904 876616 or email to c.seargent@yorksj.ac.uk).

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6.9 Student expenses

All tuition-fee paying research students are eligible for an expenses account to support their research project. An amount of £900 per year for a full-time student or £450 per year for a part-time student is available during the course of the standard period of study only. Research students who are in receipt of a YSJU studentship do not get a separate expenses allocation as an equivalent amount has been calculated as part of the bursary payment. Full details of what may, and may not, be claimed for and the methods for accessing the funding available is contained in the Postgraduate Research Student Expense Accounts Policy.

6.10 Student records

The student records system is maintained by Registry and provides staff and students with a way of accessing individual student information held on the central database. The system is used throughout the student journey, from enrolment through progression to graduation ceremony tickets. All research students have an individual record on the system for the management of specific aspects of a research degree candidature (including admission, registration, progress etc.).

The student records are also used for statistical monitoring by the University and each year information is provided to the UK Higher Education Statistics Agency (HESA) relating to the University’s academic staff and students. This is a national record providing statistics to the higher education funding councils, the Department of Education Northern Ireland, and the HEIs themselves. Should further details be required on the information provided by the University please consult the HESA website at: www.hesa.ac.uk/collection-notices.

Change of name Students must register using their legal name (i.e. the name shown in a passport or other legal documentation). If a student wishes to change the name from that used when first registered with the University a ‘Change of Name’ form should be completed and handed in to the Student Advice Team in the Holgate building. Students will need to provide appropriate supporting evidence that the new name is valid, such as a birth or marriage certificate or a deed poll when the request is submitted. International students must bring their passport. The name that will be shown on the award certificate will be the name held on the student record.

Change of address Any change in address must be notified to the University via e:Vision (www.yorksj.ac.uk/evision). International students should ensure that UK Visas and Immigration are informed of any change of address and those who are required to register with the police must also keep them informed of any changes to their address.

Registration certificatesStudents who require an official certificate confirming that they are a student at YSJU can request one from the Student Advice Team in the Holgate building. A statement may be needed for a variety of reasons, including but not limited to, obtaining a reduction in or

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exemption to Council Tax, opening a bank account, obtaining a visa for travel purposes or for the benefit of a sponsor or grant awarding authority.

Council Tax Council Tax is a tax payable on dwellings. University-owned accommodation occupied wholly by students is exempt from Council Tax. Private dwellings occupied wholly by full-time students are also exempt from Council Tax. Students who share a home (either University owned or privately owned) with non-students may need to pay a proportion of the Council Tax. Adult dependants who are not in full-time education will be liable for Council Tax but may in certain cases be able to claim Council Tax Reduction. In these cases students should investigate the position thoroughly as it could affect their financial position. Students who are eligible for exemption from Council Tax may need a Council Tax statement from the University to make a claim. Statements (registration certificates) may be obtained from the Student Advice Team in Holgate.

Research students who have submitted their thesis for examination no longer qualify for Council Tax exemption under Part II of Schedule I of the Council Tax (Discount Disregards) Amendment Order 1996.

For details of Council Tax exception for international students see section 4.10.7.

Student railcard applicationsFull-time research students are eligible for 16-25 Railcards for discounted train journeys, irrespective of their age. The Student Advice Team in Holgate can access student records to verify eligibility and sign and stamp Railcard applications. Part-time research students are not eligible for 16-25 Railcards.

6.11 Student identification card

All students are required to obtain a student identification (ID) card as part of the enrolment process. Failure to do this may result in being withdrawn permanently from the University.

The ID card will be valid for the life of the programme of study and will therefore normally only be issued during enrolment for the first year of study as a research student. However, students will still be required to re-enrol on an annual basis in September whilst remaining a student on the degree. Replacement cards can be issued from the Student Advice Team for students whose programme of study has been lengthened through periods of suspension or extension.

Guidance and information on replacement ID cards is available from the Student Advice Team in Holgate. When reporting a lost ID card a student should bring some form of identification and may be required to pay a fee for the issue of a replacement card.

6.12 Communication from the University

Students are expected to regularly check their University email account for communications from the University.   This will include notification of any approved suspensions or extensions of study, confirmation of transfer to a specific research degree category and notifications regarding the examination process. Information and guidance

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on student email is available on the website: http://www.yorksj.ac.uk/information-learning-services/information-learning-services/faqs-for-staff--students/email.aspx

6.13 Induction

Research student inductions are held three times per year in October, February and June. Normally these will be on the first of the month but they may on occasion be held later in the first week of the month (e.g. if the first day of the month falls during a weekend). Attendance at induction is compulsory as research students may be seriously disadvantaged if they have not had a full induction to the University. Inductions are delivered by the ADD and Registry, using an Induction Checklist. Some important parts of the induction process are also carried out in faculties, mainly by the main supervisor, and new research students should make an appointment with their main supervisor to go through these during their first week.

6.14 ‘Starting Your Research Degree’ course

The ‘Starting Your Research Degree’ course has been developed from a well-established UoL course. It has been customised for use at York St John University. It is the only compulsory course for research students; all other training is needs based. The course covers:

the research degree process – being a research student at York St John; getting the best from your supervisor; your research degree in context – where do you fit in at YSJU?; copyright and Information Learning Services for research students; doing the right thing – researching with integrity; an introduction to career planning; looking ahead – being prepared for your research degree.

It also provides a valuable opportunity to meet other new research students, check on the process of analysing training and development needs and discuss the development of a training plan.

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7. The Research Student Journey

7.1 Supervision

Full-time students are entitled to a minimum of 10 formal supervision meetings a year (for part-time students the equivalent number is 5 meetings). Attendance on the programme of study, and the recording of this attendance, is a requirement of the University. Failure of the student to attend their programme of study, or to document supervisory meetings properly, may result in the termination of the candidature.

It is the responsibility of the supervisor to ensure that written records of formal supervision meetings are maintained. In many cases this involves the student preparing draft notes of the supervision meetings for agreement with the supervisor. A copy of the supervision records should be sent to Registry on an annual basis for the research student file.

It should be noted that face-to-face interaction between student and supervisor(s) is essential and a telephone call cannot normally be a substitute for a meeting. Subsequent electronic communication may be used as a further support. Where students are temporarily carrying out research abroad, on fieldwork or at other institutions in the UK (see section 10.8) formal supervisory contact may take place by other means (e.g. Skype, telephone, email). Records of the contact, e.g. copies of emails, should be kept in these circumstances.

7.2 Attendance monitoring

The University issues Attendance Monitoring Guidance for students. Research students are required to maintain regular contact with their supervisor(s) and attend for formal supervision. In addition students will need to attend appropriate training courses, personal development programmes and research seminars in consultation with their supervisor(s). Persistent neglect of work and failure to make progress and/or achieve a satisfactory academic standard may result in a student being required to withdraw from the University.

7.3 Progression

There are clearly defined procedures for monitoring and reporting on research student progress. The progress of the student in acquiring sufficient expertise in ’generic and subject/professional skills‘ will be monitored regularly through review reports as well as in the transfer process. Progress will be reviewed against the agreed training plan and relevant learning outcomes.

The formal assessment points are:

First formal review (all research students); Transfer assessment (provisional PhD students only – see below); Annual reviews (all research students).

Students should, at an early stage in their candidature, make themselves aware of the eligibility for award of the research degree programme for which they are registered found in the Code of Practice. These are the criteria that will be used by the examiners when

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examining the thesis at the final examination stage. The progress made by a student towards meeting the learning outcomes will be assessed at the transfer stage and also during annual reviews.

7.4 Review meetings

The first formal review meeting will be held shortly after the end of the sixth month for new full-time research students (or shortly after the end of the ninth month for new part-time research students). Annual reviews will take place at twelve month intervals after the first review meeting for MPhil or Masters by Research students and at twelve month intervals after the transfer for PhD students.

The student must provide the following documentation, with relevant input from the main supervisor, for each review meeting:

1. A piece of written work that presents an opportunity to assess academic progress without detracting from completion of the research and thesis writing. The content of the written work is to be agreed between the supervisor and the student in accordance with any faculty requirements and should be appropriate to the point the student has reached in their candidature;

2. A reflection on progress to date, this might include completed chapters / laboratory work and conference attendance;

3. A plan for completion of the research and the thesis within the remaining period of study (eg Gantt chart);

4. Completed Progress Report for Review form;

5. Completed/updated Training and Development Needs Analysis and Training Plan.

The student has the opportunity to comment on any issues which may have adversely affected their progress in the Progress Report for Review.

7.5 Composition of the review panel

All review meetings must include the student, main supervisor (and co-supervisors if available) and an independent assessor (from a cognate discipline, but from outside the supervisory team) who will chair the review meeting.

7.6 Report of the review panel

Following the meeting, the independent assessor completes the review meeting report form and sends signed copies of this (along with copies of the completed Training and Development Need Analysis and Training Plan to the Faculty Research Administrator for approval by the Faculty Head of Research (FHoR). The FHoR will forward an electronic copy of the authorised report form to the student, main supervisor and Registry (for consideration by RDSC).

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RDSC will consider reports as reserved business and appropriate steps will be taken where issues are identified. Once a report has been approved by RDSC, Registry will advise the research student (copied to supervisors, FHoR and Faculty Research Administrator). In the event that RDSC requires the report to be amended before approval, a copy of the final approved version will also be sent.

7.7 Transfer assessment

All doctoral students are initially registered as either provisional doctoral students or as postgraduate research students and are subject to a formal transfer assessment process within a specified timescale (see section 7.12). If successful in this assessment, the student is transferred to a specific degree category after the initial provisional stage. MPhil or Masters by Research students are not required to undergo a transfer assessment, however, progress should be reviewed on an annual basis, after the first formal progress review, in the same way as for PhD students.

The assessment at the transfer stage is intended to identify whether the individual student and the research project have the potential for research at doctoral level and also to assess whether completion of a thesis within the standard period of study for the programme concerned is a reasonable expectation. It will also consider whether the student has made satisfactory progress with the agreed training plan.

Full-time students are required to complete the whole transfer process, including the oral examination and any potential revisions to the transfer report, within 12 months of their start date (24 months for part time students).

Practice-led research degree students should also refer to the additional requirements for transfer assessment as outlined in Appendix A of the Code of Practice for Research Degrees.

7.8 Progress report: pre-transfer stage

A Progress Report: Pre-Transfer Stage form should be completed by the student and supervisory team immediately prior to the transfer stage and this will be considered by the Transfer Assessment Panel. The report requires an assessment of the progress by the student, progress against the training plan and an assessment of English language ability in addition to ethical and data storage requirements. The student will complete their section of the form first and then pass it to the main supervisor. It is expected that the main supervisor will normally complete the form on behalf of the supervisory team.

7.9 Transfer submission requirements

Transfer submissions should normally be submitted within 10 months (22 months for part- time students) and must include:

1. A progress report, covering work carried out to date, a description of their key research question and how this has been refined, and a proposal of how the research and thesis will be completed;

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2. A planned schedule for completion of the thesis (for example using a Gantt chart) within the standard period of study (three years full-time or six years part-time);

3. A draft plan of chapter headings for the final thesis;

4. A sample of sole-authored written work relating to the topic of at least 10,000 words. This may be a draft chapter from the thesis, a critical review of the literature/evidence base, a critical discussion of methodology or another piece of work agreed by the supervisor and Head of Research (work that has been co-authored is not permissible for transfer assessment purposes);

5. If the student is pursuing a practice-led research project then the submission must include evidence of creative practice which, depending upon the nature of the practice, might be a creative writing component, the staging of an exhibition of visual work, a live performance, or the documentation of creative practice/performance in a retainable form. This should be accompanied by a sole-authored written piece of at least 5,000 words that critically reviews, analyses and/or contextualises the practice (work that has been co-authored is not permissible for transfer assessment purposes);

6. Statement of Academic Integrity, Safeguarding Data and Ethical Requirements ;

7. Training Plan and record of training undertaken;

8. Reports on the student’s progress from the supervisor(s) (the first formal progress and transfer stage reports).

1-7 above should normally be supplied electronically by the student to the Faculty Research Administrator to be forwarded to the members of the transfer panel, though Faculties may specify that hard copies for each member of the Transfer Assessment Panel are also to be provided. Item 8 will be supplied by the Faculty Research Administrator.

Students will be assessed by the Transfer Assessment Panel, in the form of an oral examination. It is important that the prescribed time-limits (see section 7.12) for transfer decisions are adhered to. It is expected that students will be present in York for their transfer assessment. This equally applies to any second, or repeat transfer assessment should one be required.

Students on degrees that contain assessed taught modules (e.g. Practice led Doctorates in the Faculty of Arts) must also have met the progress requirements of the taught element.

7.10 Composition of the transfer assessment panel

Transfer Assessment Panels will comprise of at least two academics from the same or a cognate subject or discipline who are independent of the supervisory team. Panels will be chaired by a senior YSJU academic (Dean, Associate Dean, Professor, Associate

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Professor, Reader, Head of Department or YSJU Senior Supervisor). All members of the panel will read the written submission and participate in the oral examination.

In exceptional cases, consideration may be given by RDSC for the use of an external assessor on the Transfer Assessment Panel. Such cases might, for example, include situations where it is not possible to identify a member of staff who has relevant expertise and who is unconnected with the supervision of the student1.

As with final examinations, a member of the supervisory team may attend the transfer oral examination as an observer/notetaker at the request of the student.

7.11 Joint report of the transfer panel

Following the transfer assessment meeting the Chair of the Transfer Assessment Panel will complete the Joint Report of the Transfer Panel on behalf of the panel. This report will be signed by all members of the panel and forwarded to the FHoR for authorisation. The FHoR will submit the authorised report to Registry for consideration by RDSC.

7.12 Transfer deadlines

Students are required to complete the transfer assessment process according to the following deadlines:

Method of Study

Degree Transfer interview to be held and decision taken

Maximum period after deferral of decision

Full-time Postgraduate Research or Provisional PhD

within the first 12 months of period of study

18 months from the date of commencement of study

Part-time Postgraduate Research or Provisional PhD

within the first 24 months of period of study

30 months from the date of commencement of study

7.13 Postponement of the decision on transfer

In exceptional cases, and subject to prior approval, transfer decisions may be deferred by up to six months. A case for a postponement of the transfer decision would have to be made on academic grounds to RDSC via Registry. If a Faculty is then unable to make a recommendation that the student should proceed to either Doctoral or MPhil study (where that option is available) within the time limit allowed then the student must withdraw.

1 In sending forward recommendations for the appointment of an External Assessor, Faculties will be required to provide the following information for consideration: details of the current employment of the proposed assessor (the normal expectation is that they will be senior members of the academic staff of a UK HEI). Where an External Assessor is approved for appointment, the relevant Head of Research is responsible for ensuring that the Assessor is fully briefed upon the regulations and procedures for research degrees. It is not possible for the same individual to act as the External Assessor at transfer stage and as the External Examiner for the final examination of the student.

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7.14 Recommendation following transfer

The recommendations that may be made by Transfer Assessment Panels are:

transfer to full PhD registration;

transfer to MPhil registration (transfer to a Mastership by Research at this stage is not permitted);

on the first occasion only, and provided that the University’s prescribed time limit allows, deferral of a decision about transfer for a limited period to permit the work to be revised and then reassessed. If a transfer decision is deferred, a final decision must be made with 18 months of the start date (30 months for part time students);

a decision that the student withdraw from the research degree.

Transfer Assessment Panel reports and recommendations will be considered and approved by RDSC. In all cases the student will receive a copy of the decision made by the Transfer Assessment Panel.

The following information will be required following the transfer process:

(a) whether the student should now be registered for the degree of PhD (or other Doctoral programme) or MPhil ;

(b) the names of the members of the supervisory team;

(c) the draft title of the thesis;

(d) confirmation that the student has made satisfactory progress on the agreed training plan, appropriate ethical review arrangements are in place and that data storage and safeguarding issues have been addressed;

(e) any other factors which the Faculty wishes to draw attention to.

Also, for students registered on practice-led programmes:

(f) details of the work that will contribute to their final submission.

7.15 Deferral of the decision on Transfer

The Transfer Assessment Panel may, on academic grounds, recommend a deferral of the transfer decision to RDSC. The time limit for any deferral after a transfer interview for a full-time PhD student cannot exceed 18 months from the commencement of study (see section 7.12). If the faculty is unable to make a recommendation that the student should proceed to either PhD or MPhil study (where that option is available) within the time limit allowed then the student must withdraw. Where a student initially registered for Provisional PhD is recommended to proceed to an MPhil, the grant awarding authority should be informed and the necessary adjustment in funding be made.

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7.16 Unsatisfactory Academic Progress Procedure

Where there are concerns about poor course participation and unsatisfactory academic performance by a research student the Unsatisfactory Academic Progress Procedure (UAPP) will be used to resolve those concerns. This process will investigate the student’s ability to continue with, and successfully complete, their research degree within the remaining period of study. The UAPP may be instigated at any stage in a research degree (both before and after the transfer stage and during the overtime period). Full details of the process involved and the actions expected are contained in the UAPP.

7.17 Monitoring of progress

Registry will maintain a comprehensive record of the student’s candidature, including notes of supervision meetings, reports, the agreed training plan and records and other information (for example, medical certificates) which have a bearing on the student’s progress. These records will be maintained in accordance with Data Protection legislation. Research student progress is reported to and monitored by the Research Degrees Sub Committee.

7.18 Completion of research degrees

The University expects that theses will be submitted within the standard period of study prescribed for each research degree programme (see section 7.19). Faculties are responsible for ensuring that research topics or projects are suitable in length and scope for the relevant period of study and that they do not become over extended or too ambitious for completion within the standard period of study.

Students must maintain regular contact with their supervisory team and advise their supervisors if the project appears to be developing serious academic deficiencies, may not be capable of completion within the required time, or they are not being provided with sufficient technical or resource support. If at any stage they feel supervision has become inadequate this should be drawn to the attention of the FHoR or Faculty Postgraduate Research Tutor.

The Unsatisfactory Academic Progress Procedure (see section 7.16) will be used where a supervisory team has any misgivings about the continued suitability of a student for the research degree.

MPhil and PhD Students should aim to submit PhD and MPhil theses within the standard periods of study (see section 7.19). The regulations require submission before the end of the maximum period of registration.

Mastership by Research Mastership by Research students are expected to complete their research work and submit the thesis within 12 months of full-time study (or 24 months of part-time study). With these deadlines it is very important that the work is clearly focused and a disciplined approach to the project is adopted. The research project should be clearly defined and planned before the student commences study. Students wishing to proceed to PhD study

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must complete and submit their Master’s thesis before commencing study for a PhD degree.

Importance of completing the thesis before commencing employmentThe University has clear regulations regarding the maximum period of registration for the submission of research degree theses. Students can often fail to appreciate the difficulty of completing their work within the period required. If a student leaves the University for reasons of employment during the candidature, the chances of submitting satisfactorily are significantly reduced. It is, therefore, most important that students are aware of the difficulties of completing and submitting their work if they propose such a course of action.

7.19 Periods of study: standard, maximum and minimum

The standard period of study is the typical time between initial registration and submission of the thesis for a specified research degree programme. All students are reminded that the thesis submitted for examination should represent research that may reasonably be expected of a capable and diligent student during the standard period of study and that, in normal circumstances, the thesis should be completed within that period.

The maximum period of registration is the time limit for submission of the thesis for the specified research degree programme.

The following tables indicate the standard, maximum and minimum periods of study for research degree programmes:

York St John UniversityDegree Mode of

StudyMinimum Period of Registration

Standard Period of Study

Normal Maximum Period of Registration

PhD Full-time 2 years 3 years 4 years

Part-time 3 years 6 years 7 years

MPhil Full-time 1 year 2 years 3 years

Part-time 2 years 4 years 5 years

MA/MSc by research

Full-time 1 year 1 year 1 year

Part-time 2 years 2 years 2 years

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University of LeedsDegree Mode of

StudyMinimum Period of Registration

Standard Period of Study

Normal Maximum Period of Registration

PhD Full-time 2 years 3 years 4 years

Part-time 3 years 5 years 7 years

MPhil Full-time 1 year 2 years 3 years

Part-time 2 years 4 years 6 years

MA/MSc by research

Full-time 1 year 1 year 1 year

Part-time 2 years 2 years 2 years

Periods of study are calculated in whole months from the first of the month.

7.20 Alterations to periods of study

In some cases a reduction in the standard period of study may be approved to enable a thesis to be submitted early for examination. Recommendation for this can only be made by a Head of Research in cases where:

(a) the thesis is complete and is ready for submission; and

(b) has been read in its entirety by the supervisory team. The main supervisor must confirm in writing that they have read the thesis and that their view is that it is ready for examination.

Where a FHoR considers that the recommendation for early submission is warranted the request should be forwarded to Registry for consideration by RDSC. There are limits on the length of the reduction of the period of study that may be approved (with no reduction permitted for the Mastership by Research), as follows:

Earliest dates for submission

PhD full-time at the end of 2 calendar years of full-time study

PhD part-time at the end of 3 calendar years of part-time study

MPhil full-time at the end of 1 calendar year of full-time study

MPhil part-time at the end of 2 calendar years of part-time study

Self-funded research degree students (except those registered for the degree of Mastership by Research) who submit their theses for examination before the end of the standard period of study for which they have paid academic fees in full may be eligible for a partial refund of fees, subject to successful completion of the examination. No refund will be made unless all academic fees have been paid at the appropriate stage required by the University.

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International students (in the UK with permission as a student) are advised to contact the Visa and Compliance Advisor for immigration advice on the implications of early submission to their visa status on telephone number 01904 876864 or email: visa@yorksj.ac.uk

Early submission: refund of feesSelf-funding students who submit their thesis for examination before the end of their standard period of study (where a reduction to the standard period of study has been formally approved by RDSC), for which they have paid academic fees in full, may be eligible for a partial refund of fees subject to completion of a successful examination.

No fee refund will be made unless the student is successful in their examination and any refund will not be paid until such a time as the student’s award is approved. Students should note that the above fee refund applies only to those students submitting within the standard period of study (students who have suspended study during their standard period of study will not normally be considered for a refund).

7.21 Suspensions, extensions and authorised absences

Some students will encounter events or circumstances which disrupt their academic progress (eg ill-health, personal difficulties). In many cases students will recover any time that is lost during their candidature but where difficulties are sufficiently disruptive this may not be possible. Such circumstances are accommodated by considering a period of suspension or extension of study which will lengthen the overall candidature and delay the deadline for submission of the thesis for examination. In all cases the length of suspension or extension requested should be reasonable in the sense that it bears close relation to the difficulties experienced by the student. For example, it is unlikely that a 6 months suspension of study will be granted for a minor illness.

A student who is unable to study or believes their progress is significantly disrupted should first of all contact a member of their supervisory team. If the supervisors are not available they should contact the Faculty Postgraduate Research Tutor or FHoR.

It is a requirement for a student to keep the University informed of any circumstances which significantly interrupt their studies and to provide appropriate documentary evidence (e.g. medical certificate). It is important not to let time pass without informing the University and, where appropriate requesting a suspension. A suspension will not normally be backdated by more than one month. If a student does not keep in contact with the University and advises the relevant staff of any problems being encountered it may result in the loss of time available to complete the research.

Authorised absenceThis is a short period of absence from studies (normally up to four weeks duration in addition to any period of annual leave (five weeks)) in any one calendar year authorised by the supervisor. The absence will not have any effect on the student’s ability to meet deadlines and no lengthening of the candidature will be authorised.

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Suspension of studyA suspension of study is a period of interrupted study (of one or more months) when the student temporarily leaves the programme and loses their registration status. During this time the student is not expected to progress their research or pay academic fees. They are not entitled to supervision and do not have access to the library or other University facilities (e.g. laboratory or practical space). Access to IT facilities (e.g. email), however, will remain available. A period of suspension will not count towards the deadlines for the research degree, including the transfer deadline (if this has not taken place), and the maximum time limit for submission of the thesis. Deadlines will, therefore, be lengthened to take account of the suspension period.

When the student resumes study, it will be on the basis that they are medically fit to do so and/or that the difficulties have been overcome satisfactorily.

Extension of studyAn extension of study is a lengthening of the candidature to take account of unexpected/unavoidable disruption to studies which has slowed down academic progress significantly. The student will not leave the programme and will continue to progress their research. Typical reasons for an extension include recovery from accident or illness, equipment breakdown or significant personal difficulties.

Requests will normally be made prior to the completion of the standard period of study and at a point when it is clear how much of the time lost has been compensated for during the standard period of study. A timetable for completion, agreed by the student and supervisor(s) will be required.

In very exceptional cases where the research of a PhD student reveals a substantial quantity of unexpected new material during the third year of full-time study, consideration may be given to an extension of up to one year.

Cases will be considered very closely by RDSC and it is anticipated that the number approved will be small. In the case of Masterships by Research, the maximum period of extension permitted on academic grounds is 3 months.

Process for requesting suspensions and extensions of studyStudents should submit a completed suspension/extension form (UoL/YSJ) to a member of their supervisory team for consideration of a suspension or extension. Once a supervisor has completed their section of the form it will be passed to the FHoR for approval. The FHoR is responsible for submitting requests for suspensions/extensions of study to Registry for consideration by the RDSC subgroup.

A suspension/extension form for completion by the Faculty is also available (UoL/YSJ) if the student is unable to complete the version referred to above.

When considering requests for suspensions and extensions of study, RDSC will take due regard of the University’s regulations and external factors including Home Office and Research Council requirements.

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Students are responsible for checking any implications on their funding with the scholarship/awarding body or provider.

International students (in the UK with permission as a student) are advised to contact the International Visa and Compliance Advisor (visa@yorksj.ac.uk) for immigration advice on the implications of a suspension or extension of their research degree candidature to their visa status. Limits on the length of suspensions and extensions of studyStudents will not normally be granted periods of extension and suspension equivalent to more than 24 months in total beyond the normal maximum period of registration.

Frequently asked questions on suspensions and extensionsFAQs (UoL/YSJ) for research students regarding authorised absences, suspensions and extensions are available. These include guidance specific to international students.

7.22 Withdrawal

A student may find it necessary to leave the University permanently before completion of studies. Students should be aware that withdrawal may affect their grant entitlement. It is sensible, therefore, for students to contact their sponsor if they are considering permanently withdrawing to find out how it might affect their position. They must also discuss their intentions to withdraw with their supervisory team and FHoR. Advice on the implications of leaving YSJU permanently may be taken from the Student Advice Team.

A Notification of Withdrawal form (available from the Student Advice Team in the Holgate building) should be completed and returned to Registry, along with the student ID card, locker key and any other equipment on loan. Failure to return equipment or keys may result in a student being invoiced for their replacement in addition to any other outstanding debts to the University.

7.23 Holiday entitlement

Research students may, with prior agreement of their supervisor(s), take up to 25 days holiday each year as well as the time during which the University is officially closed. In 2015/16 YSJU is officially closed:

23 December 2015 – 3 January 2016 inclusive

25 March 2016 – 28 March 2016 inclusive

2 May 2016

30 May 2016

29 August 2016

7.24 Work outside a research degree programme

The University recognises that some activity such as teaching experience or other relevant professional placements may be beneficial to the career development of the student.

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Students should consult their supervisor(s) before undertaking any teaching (or the equivalent in professional practice) within the University and discuss whether any teaching undertaken will adversely affect the time available for the conduct of their research. See the Protocol for Postgraduate Research Students (not employed on substantial HEI teaching contracts) engaging in teaching at YSJU.

Full-time students on YSJU Studentships are asked to note that they are subject to a limit of 250 hours of paid activities associated with teaching or the equivalent in professional practice within the University. Students should note, however, that some sponsoring bodies (including Research Councils, Charities and other Sponsors) may impose a lower limit for paid activities per session. All students funded by such bodies are required to observe the limits imposed.

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8. Researcher Training and Development

8.1 Introduction

A wide range of personal and professional development opportunities for research students are available on site at YSJU, backed up by access to a range of courses at the University of Leeds (UoL) and the University of York (UoY).

The overall aim of personal and professional development activity is to enable research students to develop their research performance, employability, professionalism and engagement with society. The modern research degree combines the bedrock of research skills and subject knowledge with the opportunity to develop a much wider range of transferrable attributes, so as to prepare research students for employment and help them realise their ambitions, whatever their chosen career path.

8.2 Training and development needs analysis and training plan

Within one month of commencing their studies1, research students and supervisor(s) should review the students training needs and formally agree a training plan, using the YSJU RES18 - Postgraduate Research Students’ Training and Development Needs Analysis and Training Plan (available through Moodle). Supervisor(s) will be responsible for initiating this process, which is intended to help monitor and assess the achievements of students in acquiring sufficient expertise in ‘generic and subject/professional skills’. A copy of the completed Training and Development Needs Analysis and Plan must be sent to the Faculty Research Administrator for retention with the student’s records. Monitoring progress with the training plan and updating the plan must be carried out in review meetings after six months full-time or nine months part-time, at the transfer stage and at least annually thereafter.

8.3 Personal and professional development opportunities

The main source of training courses is the YSJU Research Skills Development Programme run by the Academic Development Directorate (ADD). A number of other providers also offer training and development opportunities including YSJU Faculties, Staff Development at YSJU, the Staff and Departmental Development Unit (SDDU) at UoL and Professional and Organisational Development (POD) at UoY.

Details of the range of courses and providers are available on the ADD website.

YSJU students cannot use the online booking system in use at either UoL or UoY. To book a place on any of the UoL or UoY courses contact the Academic Development Directorate (telephone number 01904 876305 or email add@yorksj.ac.uk ) . YSJU Staff Development courses can be booked using the online booking system.

8.4 Personal development planning

Research students are encouraged to record and reflect on training and development activity within a Personal Development Plan (PDP). Research students who are already maintaining a PDP or portfolio for continuing professional development (for example for a

1 Two months for part-time PGRS.

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professional body such as the Chartered Society of Physiotherapists) may wish to continue with this and embed reflection and development relating to their research degree within that structure. All YSJU research students can also use the online Vitae RDF planner, to obtain an account for this contact the Research Development Manager, j.rule@yorksj.ac.uk.

8.5 National Researcher Development Framework

‘The Researcher Development Framework articulates the knowledge, behaviours and attributes of successful researchers and encourages them to aspire to excellence through achieving higher levels of development.

The framework is a comprehensive new approach to enhancing the careers of researchers. It was developed by and for researchers, in consultation with academic and non-academic employers’.

[Source: http://www.vitae.ac.uk/rdf]

The Researcher Development Framework (RDF) has been developed at national level and is a valuable tool in helping researchers consider their own personal and professional development. There is also a ’summary’ document known as the Researcher Development Statement and its use is endorsed by over 30 national organisations including the UK Research Councils.

The RDF identifies skills and attributes of researchers in four broad domains:

Domain A – Knowledge and intellectual abilities; Domain B – Personal effectiveness; Domain C – Research governance and organisation; Domain D – Engagement, influence and impact.

Further information about the RDF and useful resources are available from www.vitae.ac.uk/rdf.

8.6 Training and development plan

Having an effective training plan will enable students to complete their doctorate on time and with minimal stress. So it is worth investing time in planning, reviewing progress and amending the plan over the course of the research degree.

Research students have a wide range of backgrounds and prior experience. For this reason, training and development activity for research students at YSJU is needs based and a wide range of opportunities are offered to allow tailoring to the needs of the individual.

It is a requirement of the University that every research student discusses their training and development needs with their supervisor, agrees a training plan and provides a copy of this to Registry within one month of commencement of study. Supervisor(s) will monitor student progress against the training plan regularly: as a minimum as part of the First Formal Progress Report, the Progress Report: Transfer Stage and annually thereafter.

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Step by Step Guide

Step 1: Analysing training and development needs

Needs analysis is designed to support students in thinking about their personal and professional training and development needs. The YSJU Training and Development Needs Analysis is based on the national Researcher Development Framework (RDF). Using the Training and Development Needs Analysis Tool will help students to consider their training needs within the context of their research degree and future career. This will allow students to track their progress. Alternatively, a printable version of the Training and Development Needs Analysis Tool can be downloaded from the website: http://www.yorksj.ac.uk/documents/directory/university-policies/registry/research.aspx#11. Students are advised to complete this ahead of a discussion with their supervisor(s). Progress with the training plan and updating the plan must be carried out in review meetings after six months full-time or nine months part-time, at the transfer and at least annually thereafter.

Step 2: Identifying training and development opportunities to support needs

Students should consider the range of training and development opportunities open to them through YSJU, UoL and the University of York. External courses, such as those offered by the British Library or Vitae (www.vitae.ac.uk) may also be of considerable value. If a student is unable to identify a suitable course or development opportunity please contact ADD, as they may be able to help with this or organise an appropriate training session. There are many methods of training and development activities open to research students including workshops, seminars, practice and feedback opportunities and learning from experienced colleagues.

Step 3: Planning training and development

Students should discuss training needs with their supervisor(s) and agree a training plan. The training plan should set out the skills that the student wishes to develop and should include clear and achievable targets stating deadlines for completing different training activities. It should also detail where the student will be able to access particular training and development opportunities from. A training plan is personal and based on the student’s own self-analysis and should be more than a commitment to attend a series of courses offered by the University. Students must record their training plan in the training plan section of RES18 - Postgraduate Research Students’ Training and Development Needs Analysis and Training Plan . Both student and supervisor(s) should track progress against the training plan regularly; as a minimum after six months full-time or nine months part-time, at the transfer and at least annually thereafter.

Step 4: Recording and reflecting on training and development

Students are encouraged to record and reflect on training and development activity within a Personal Development Plan, or the Vitae RDF Planner.

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8.7 Taught course modules

Unless specific taught course modules are a prescribed part of their research degree programme, research students should undertake study for taught course modules only after consultation with, and approval from, their supervisor(s).

The expectation is that any taught modules taken as support for research degree study would normally be taken during the first year of full-time research degree study or the first and second year of part-time research degree study.

8.8 Attendance at research seminars

Attendance by research students at research seminars is the normal expectation, and faculties should give strong encouragement to research students to attend. Faculties should also bear in mind the needs of students who are not full-time, e.g. those who are part-time or split-site.

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9. The Final Stages and Submission

PART 1: For students registered on YSJU research degrees

Part 1 applies to research degree students studying for a YSJU award only – those on a UoL research degree should refer to Part 2 below.

9.1 Thesis submission and examination: overview of the process

It is important that students are aware of the steps and timescales for submission and examination of the thesis. Full details of the examination process and requirements for the format and presentation of the thesis for a YSJU research degree are contained within the Guide to the examination process for research degrees. This guidance provides detailed advice on layout, typefaces and format of the thesis and also provides a complete overview to the thesis examination process from examination entry through to award and graduation.

Registry is responsible for organising the examination of the thesis and will be the key point of contact for students about the oral examination after their thesis has been submitted. Any questions regarding the examination process should be directed to Registry in the first instance.

During the final year of the standard period of study, students should attend any relevant workshops (see section 8.2).

Well in advance of the date the student intends to submit the thesis (at least 4 months) students should begin thinking about the process for examination entry and liaising with their supervisory team about identifying appropriate examiners. It is the responsibility of the supervisors, not the student, to make informal contact with potential examiners.

The main stages of the examination process are outlined below, but students and supervisors should ensure that they consult the Guide to the examination process for research degrees for more comprehensive information.

Candidates registered for a practice-led research degree in the Faculty of Arts must also consult the University’s practice-led section of the Code of Practice for Research Degrees available on the website. This document sets out specific information relating to the submission and assessment of practice-led research degrees including the assessment of any live practice and the recording and format of the submission.

9.2 Courses and information to support examination preparation

Details of training courses and other support which may be relevant to students who are currently preparing their thesis or approaching the stages of submission or examination are available from the Academic Development Directorate.

It may also be helpful to note the following:

a ‘mock oral examination’ may be helpful for some students and students should consult with their supervisory team if they would like to have one arranged;

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The University provides examiners with good practice advice on the conduct of the oral examination as part of the instruction to examiners and it may be helpful for students to consult this when preparing for examination;

It might also be helpful to look at the examiners’ report form templates which describe the criteria against which the examiners will be assessing the work.

9.3 Entering for examination

At least 3 months before the student wishes to submit they must fill out the Application for Assessment form and pass it to their supervisor for completion. The supervisor will then approach potential examiners, complete their section of the form and send it to the Faculty Head of Research (FHoR). The FHoR will review the form, nominate the independent chair, countersign the form and send it to Registry.

Registry will check the eligibility of the proposed examiners and independent chair and arrange for consideration of the form by the Research Degrees Examination Panel (RDEP). The RDEP will review and approve the recommendations for the appointment of examiners and the independent chair.

9.4 Submitting the thesis

The thesis should be submitted at the end of the standard period of study (unless a reduction has been approved) and within the maximum period of registration for the degree on which the student is registered.

Students must submit the eThesis in the correct format along with a Thesis Submission Form through the Moodle Research Degree Submission site. Additional soft bound copies of the thesis should also be submitted if one or more of the appointed examiners have requested one.

Registry will check the format of the thesis and dispatch the thesis to the examiners, normally within two working days. Arrangements for the oral examination will be co-ordinated by Registry.

9.5 Attending for oral examination

Students must attend for an oral examination. The examiners are asked to accept a timescale of 3 months in which to complete the oral examination.

The oral examination will be recorded as detailed in the Policy and Guidance on the Recording of Oral Examinations.

9.6 After the oral examination

The examiners will usually notify the student of their recommendation after the oral examination but must do so within 24 hours.

The examiners will also prepare a Joint Examiners’ Report which will be considered at the next RDEP meeting. In all cases the examiners’ recommendation is subject to final approval by the Board of Examiners for Progress and Award.

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Students who have passed subject to amendments to the thesis should begin their corrections immediately after the oral examination and return them to the Internal Examiner by the deadline.

Students who have not been awarded the degree but who are permitted to re-submit their thesis will receive Recommendations for Re-submission to aid them in preparing for re-submission. These recommendations will require the approval of RDEP before they can be released to the student.

9.7 Release of the joint examiners’ report

Once approved by Research Degrees Sub Committee the final, joint report of the examiners will be automatically released to the student and the supervisory team.

9.8 Deposit of the final eThesis

The final version of the eThesis (including any approved required corrections) should be deposited by no later than 3 months after the internal examiner has approved the amendments made to the thesis.

9.9 Award of the degree

Once the award has been approved by the Board of Examiners for Progress and Award, Registry will inform the student.

9.10 Graduation

Students are eligible to graduate in absentia or at a York St John degree ceremony and must inform Registry of their preference.

International students studying in the UK on a Tier 4 General Student Visa may need to apply for an extension to their student visa as a result of the outcome of their examination and are advised to contact the Visa & Compliance Officer (visa@yorksj.ac.uk) in that instance.

PART 2: For students registered on UoL research degrees

Part 2 applies only to research degree students studying for a UoL award – those registered on a YSJU research degree should refer to Part 1, above.

9.11 Overview of the UoL submission and examination process

It is important that students and supervisors are fully aware of the steps and timescales for submission and examination of the thesis. Full details of the examination process and requirements for the format and presentation of the thesis for a UoL awarded research degree are contained in the Guide to the thesis examination process for research degree candidates. This guidance provides detailed advice on layout, typefaces and format of the thesis and also provides a complete overview to the thesis examination process from examination entry through to award and graduation.

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YSJU Registry is responsible for organising the examination of the thesis and will be the key point of contact for students about the oral examination after their thesis has been submitted. Any questions regarding the examination process should be directed to Registry in the first instance.

During the final year of the standard period of study, students should attend any relevant workshops (see section 8.2).

Well in advance of the date the student intends to submit the thesis (at least 4 months) students should begin thinking about the process for examination entry and liaising with their supervisory team about identifying appropriate examiners. It is the responsibility of the supervisors, not the student, to make informal contact with potential examiners.

The main stages of the examination process are outlined below, but students and supervisors should ensure that they consult the Guide to the thesis examination process for research degree candidates for more comprehensive information.

Candidates registered for a practice-led research degree in the Faculty of Arts must also consult the Protocol for Practice-led Research Degree Candidatures. This document sets out specific information relating to the submission and assessment of practice-led research degrees including the assessment of any live practice and the recording and format of the submission.

9.12 Courses and information to support examination preparation

Provided below are details of training courses and other support which may be relevant to students who are currently preparing their thesis or approaching the stages of submission or examination. The list is not exhaustive and is only intended as a guide. Because oral examinations are conducted under UoL procedures, UoL courses are recommended in preference to University of York courses for oral examinations preparation. Further information about relevant training opportunities to support students in efficiently and effectively completing their degree programme is available on the Researcher Training and Development website: www.leeds.ac.uk/rtd. Bookings for the courses should be made via the Academic Development Directorate, add@yorksj.ac.uk, rather than through the online booking system.

Courses include:

‘The Final Stages of Your Research and Thesis Presentation’ which covers guidance on University regulations and Thesis presentation and ‘Preparing For Your Viva’, which covers preparation for the oral examination and the University’s expectations, both provided by SDDU: http://www.leeds.ac.uk/rtd/finalstages.html .

It may also be helpful to note the following: ‘Word for Thesis and Long Documents’ and ‘Word – Working with Objects in

Thesis and Long Documents’. (see the ISS website: http://it.leeds.ac.uk/info/110/for_researchers/542/list_of_it_training_courses_for_researchers);

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a ‘mock oral examination’ may be helpful for some students and can be arranged through supervisors;

the UoL provides examiners with good practice advice on the conduct of the oral examination and students may find it helpful to consult this when preparing for examination (http://www.leeds.ac.uk/rsa/policies.html);

students and supervisors might also find it helpful to look at the examiners’ report form templates which describe the criteria against which the examiners will be assessing a student’s work (http://www.leeds.ac.uk/rsa/thesissubmissionandexamination/staff/report_forms/report_form.html).

9.13 Entering for examination

At least 3 months before the student wishes to submit they must fill out the Examination Entry Form and pass it to their supervisor for completion. The supervisor will then approach potential examiners, complete the form and send it via the FHoR and YSJU Registry to Leeds PGRO for checking the eligibility of the proposed examiners.

The UoL Examinations Group will review and approve recommendations for the appointment of examiners.

9.14 The advice of the supervisor(s)

Students are solely responsible for the decision to submit their work for examination. However, students should always seek advice from their supervisor(s) before submission and are strongly recommended not to submit against the advice of the supervisor(s), although they may do so, provided that the standard period of study for the degree has been reached and the maximum period of study has not been exceeded. Students should make available to their supervisor(s), within an agreed timescale, the whole of the draft thesis for comment prior to submission.

The UoL Graduate Board is clear that no research student should think that the award of a degree is guaranteed simply because the supervisor has indicated general approval for the thesis before it is submitted.

9.15 Content and style of thesis

Supervisors will read and comment on the whole of the draft thesis prior to submission, provided that it is submitted within a reasonable time. Students will receive advice from their supervisor on matters such as clarity and style, as well as academic content. However, students must realise that, at this stage, the relationship between supervisor and student is essentially one of academic equals in the particular research area concerned and the advice of the supervisor(s) must be seen as being offered in that context. Students must take responsibility for the work that they submit.

9.16 Submitting the thesis

The thesis must be submitted at the end of the standard period of study (unless a reduction has been approved) and within the maximum period of study for the degree on which you are registered.

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Students must submit the correct number of copies of thesis in the correct format and appropriate binding at the UoL Student Services Centre Counter at the UoL along with a Statement of Academic Integrity form.

UoL PGRO will check the format of the thesis and dispatch the thesis to the examiners, normally within 2 working days.

YSJU Registry will co-ordinate the arrangements for the oral examination.

9.17 Attending for oral examination

Students must attend for an oral examination. YSJU Registry will make the arrangements for the oral examination.

The examiners are asked to accept a timescale of 3 months in which to complete the oral examination.

9.18 After the oral examination

The examiners will usually notify the student of their recommendation after the oral examination but must do so within 24 hours.

The examiners must also prepare an Examiners’ Report which will be considered at the next UoL Examinations Group meeting. In all cases the examiners’ recommendation is subject to final approval by the UoL Examinations Group.

Students that have passed subject to editorial and presentational corrections or minor deficiencies should begin their corrections immediately after the oral examination and return them to the Internal Examiner by the 4 or 12 week deadline. Referred students will receive Notes for Guidance to aid them in preparing for resubmission.

9.19 Deposit of the final thesis

Two copies of the final hard bound version of the thesis (including any approved required corrections) should be deposited at the UoL Student Services Centre by no later than 3 months after the internal examiner has approved the corrections made to the thesis. Students may also be required to deposit a copy of their thesis in the White Rose Etheses Online (WREO) using the online deposit service.

9.20 Publication of pass list

A student’s name will be published on a UoL pass list after deposit of the final thesis (and any eThesis), confirmation from the internal examiner of any corrections, approval of the examiners’ report by the Examinations Group and payment of outstanding debts to the University.

9.21 Release of the joint examiners’ report

Once approved by the Examinations Group the final, joint report of the examiners will be automatically released to the student and the supervisor(s).

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9.22 Graduation

Students are eligible to graduate in absentia or at a York St John degree ceremony. Students should inform YSJU Registry of their preference.

International students studying in the UK on a Tier 4 General Student Visa may need to apply for an extension to their student visa as a result of the outcome of their oral examination and are advised to contact the Visa & Compliance Officer (visa@yorksj.ac.uk) in that instance.

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10. Protecting the Research and the Student: Integrity, Ethics, Safeguarding Data, Copyright and Health & Safety

10.1 Research integrity, research misconduct and academic misconduct

York St John University is committed to developing a culture of research integrity. Towards this end the University supports The Concordat To Support Research Integrity and subscribes to the UK Research Integrity Office (UKRIO).

Research misconduct includes, but is not limited to:

a) fabrication: making up results or other outputs (eg, artefacts) and presenting them as if they were real;

b) falsification: manipulating research processes or changing or omitting data without good cause;

c) plagiarism: using other people’s material without giving proper credit;

d) failure to meet ethical, legal and professional obligations: for example failure to declare competing interests; misrepresentation of involvement or authorship; misrepresentation of interests; breach of confidentiality; lack of informed consent; misuse of personal data; and abuse of research subjects or materials;

e) improper dealing with allegations of misconduct: failing to address possible infringements such as attempts to cover up misconduct and reprisals against whistleblowers.

For full details see Research Misconduct Policy and Procedures. Within research degrees, research students are responsible for ensuring the integrity of their research. Their supervisors are responsible for helping them to develop their knowledge of research integrity and ethics, vital parts of the Researcher Development Framework. All of the above are extremely serious offences and can lead to termination of a research degree or withdrawal of an awarded degree. In recent years there have been a number of high profile cases of PhDs being withdrawn because they have contained plagiarism, and YSJU (and the UoL, for those registered on their research degrees) may use Turnitin software to check for plagiarism in work submitted by research degree students.

In addition to research misconduct, individuals sometimes fail to act with academic integrity in the taught components of a research degree. At YSJU this is termed academic misconduct and comes under the same policy and procedure as undergraduate and taught masters courses. The following is not an exhaustive list, but academic misconduct includes:

a) plagiarism: this happens where a student incorporates the work of others (published or unpublished) in their own work without properly acknowledging it. It is effectively claiming ownership for work that was done by somebody else. This includes word-for-word borrowing as well as copying with minor changes. ‘Work’ is not limited to text, but also includes statistics, assembled facts or arguments, figures, photographs, pictures or diagrams;

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b) self-plagiarism, i.e. using the same work submitted for a previous summative assessment;

c) using an essay-writing service, buying or otherwise obtaining work online or elsewhere which is then submitted for an assessment. Commissioning an essay is fraud and the most severe penalty, termination of a programme, may apply;

d) fraudulent or fabricated coursework, such as reports of practical work that is untrue and/or made up; fabrication of research or dishonest interpretation of data; unethical research practice;

e) cheating in examinations e.g. through impersonation, taking in unauthorised materials or mobile phones, copying from other students or from notes;

f) collusion: submitting work produced jointly with another student (save where the terms of the assessment require collaboration);

g) deception, for example faking mitigating circumstances or forging a signature relating to a placement.

For full details see Academic Misconduct Policy and Procedures.

10.2 Research ethics

All research projects carried out at the University must comply with the Research Ethics Guidelines and it is the responsibility of the research student to ensure that the appropriate level of ethical approval is in place before the research is carried out. Research students working on research projects in the NHS or involving NHS staff or students may need to obtain ethical approval from the relevant NHS Trust(s).

Students will need to demonstrate an awareness of the ethical implications of their research and confirmation that ethical approval has been sought and received where necessary, as both aspects will be checked at the transfer and examination entry stages. The examiners may request access to the full ethical review paperwork considered by the Faculty Research Ethics Committee. Failure to seek appropriate ethical approval could have implications for the award of the research degree.

Key ethical issues to be considered for the research project include (but may not be limited to):

the balance of risk and benefit of the research project; the physical and psychological health and safety of the research participants and

the researchers involved; informed consent of research participants; inducements to participate in research; particular arrangements for vulnerable participants who will be involved in the

research project; conflicts of interest; issues of confidentiality and disclosure of illegal activity where necessary; data protection; intellectual property issues;

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monitoring and audit of research and research conduct.

10.3 Process for research ethics approval

Before the research is carried out the Research Ethical Considerations Form should be completed. The form is in four parts:

Part One:  The Initial Screening. Everyone complete this; Part Two: Decision tree. This is completed if part one indicates that there are

ethical issues with the proposed research, but they may not require a full proposal;

Part Three: Mitigation of Ethical Concerns. This is completed if there are some ethical issues which can be dealt with by following standard procedures;

Part Four: Ethics Proposal. This is completed if there are substantial ethical issues in the proposed research that require vetting by the faculty or university ethics committee.

The Ethical Review Flowchart will help to determine the appropriate ethical review for the research project.

An application for research ethics approval should be submitted at least 28 days in advance of the project start date.

There are four Faculty Research Ethics Committees (FRECs) which deal with proposals relating directly to the relevant faculty.  The points of contact for each FREC are as follows:

Faculty FREC Chair Admin ContactArts Dr Sarah Lawson-Welsh

s.lawsonwelsh@yorksj.ac.ukTelephone: 01904 876531

Sue Morecrofts.morecroft@yorksj.ac.ukTelephone: 01904 876757

Education & Theology

Dr Esther McIntoshe.mcintosh@yorksj.ac.ukTelephone: 01904 876410

Jelena Ersticj.erstic@yorksj.ac.ukTelephone: 01904 876254

Health & Life Sciences

Nathalie Noretn.noret@yorksj.ac.ukTelephone: 01904 876311

Fanny Heberts.copeland@yorksj.ac.ukTelephone: 01904 876841

YSJ Business School

Prof Bob Garveyr.garvey@yorksj.ac.ukTelephone: 01904 876277

Carly Brindbsresearch@yorksj.ac.ukTelephone: 01904 876671

10.4 Safeguarding data and data protection

During the course of a research degree, research students are likely to accumulate a considerable amount of data. All of this needs to be safeguarded against loss – loss of

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data though failure to back-up files, fire or theft etc. is not a legitimate excuse for missing a deadline. Moreover, many research students will also collect significant quantities of personal, confidential or sensitive data that must be adequately protected from theft or disclosure. Loss of such data can have very serious consequences. Research students and supervisors must comply fully with RES17, Policy on safeguarding research data failure to do so may lead to termination of a research degree, disciplinary action, legal action or legal liability.

Compliance with data safeguarding and protection and should be regularly checked by supervisors and is checked at the transfer stage. Supervisors should help their research students develop their knowledge and awareness of data safeguarding and protection issues, this is an important area for all researchers and a key element of research ethics and integrity.

10.5 Intellectual Property Rights

Intellectual property attracts legal protection depending on what it is and when it was created. An idea alone is not intellectual property and cannot be protected. It has to be something unique that is physically created. There are four main classes of intellectual property: copyright, patents, designs, and trademarks. The University’s Policy on Intellectual Property Rights and Research contains further details about each type of IP.

10.6 Copyright, related rights, moral rights

Copyright protects original creative works that have been fixed in some way. The protection arises as soon as the work is fixed; registration is not required. Copyright protects works belonging to seven categories:

literary; dramatic; musical; artistic; films; sound recordings; broadcasts.

Computer programs are protected as literary works.

The standard period of copyright protection in the UK is 70 years from the death of the author or creator.

The benefits afforded by copyright can be split into two categories:

economic – the rights to copy, adapt, distribute and perform the work; moral – the right to be identified as the author or creator, and to not have their

work used in a derogatory manner.

Related rights protect those with creative input to a work, but who are not the author or creator. They protect, for example, singers, musicians, performers, producers and broadcasters. Related rights would arise in a live performance at the University, for example: music concerts, plays, film-making, lectures.

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What can be copied?

There are exceptions in copyright law which allow copying of a work for certain purposes, such as research and private study, or criticism and review. In addition to this, the University holds copyright licences such as the CLA licence. See the YSJU Copyright pages for further guidance.

Students will need permission to reproduce the copyright works of others in their thesis. Permission can mean that the work is copyright free (for example, the copyright has expired); copying is permitted under one of the exceptions in copyright law; there is a licence that legitimises the copying of the work; or the student has permission to copy from the owner of the work.

Before submitting their thesis students will need to sign a copyright declaration form to show that permission has been obtained for all third party copyright works that have been included.

IP and copyright

Please refer to the section 10.5 and the University Policy on Intellectual Property Rights and Research for advice on intellectual property and copyright issues.

Publishing papers, articles, etc,

YSJU encourages its students to publish their research. In signing a publishing agreement authors may be asked to sign away their copyright and students are advised to read the terms of the agreement carefully and remember that they do not need to sign the first agreement they are sent.

HEFCE’s policy for open access in the post-2014 Research Excellence Framework covers journal articles. ILS have produced a booklet on open access and Ray that may be helpful.

Useful links

IPO guidance on changes to copyright law: https://www.gov.uk/exceptions-to-copyright

IPO PDF guides to exceptions to copyright law: https://www.gov.uk/government/publications/changes-to-copyright-law

Copyright, Designs and Patents Act 1988: https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/331791/Copyright_Designs_and_Patents_Act_1988.pdf

Copyright Licensing Agency: http://he.cla.co.uk/

Copyright User: http://copyrightuser.org/

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10.7 Health and safety

The University is bound by, and complies with the Health & Safety at Work Act 1974 and associated legislation and, as such, promotes a positive health, safety and wellbeing culture amongst its staff and students. Under the Health, Safety and Wellbeing Policy every research student has a responsibility to:

take care of their own health, safety and wellbeing;

give due consideration to the health and safety of others;

not interfere with or misuse facilities that are there in the interests of health and safety;

comply with the University’s health, safety and wellbeing procedures and standards;

report issues that they cannot address to their supervisor, or another appropriate individual.

Research students should complete a Health & Safety Induction Checklist as part of the induction carried out by the supervisory team to ensure their awareness of health and safety matters at the University and how they might deal with any potential risks associated with their research.

The Health & Safety Advisor (n.rogers@yorksj.ac.uk or 01904 876613) can be contacted for specific advice and guidance on health and safety matters.

10.8 Fieldwork review

In advance of any fieldwork undertaken as part of a research degree, students must work with their supervisor in completing the University’s forms in relation to risk profiling and risk assessment. These can be accessed: http://www.yorksj.ac.uk/health-and-safety/health-and-safety/risk-assessment.aspx

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11. Support Services for Research Students

11.1 Overview

In addition to dedicated support from their supervisors, research students can access independent academic advice from Heads of Research or Faculty Postgraduate Research Tutors, for example, if they are experiencing problems with one of their supervisors. In addition there are a range of other support services available within the University and these are described below.

11.2 Student Services

Help with a wide range of aspects of the research student experience is available through the Student Advice Team, located in Holgate Student Centre. They can be contacted on 01904 876477 or E: studentadviceteam@yorksj.ac.uk

The Student Advice Team can help research students access development opportunities or address any challenges or difficulties that they may be facing by providing them with advice and guidance on a wide range of issues. It is very common for PhD and Research students to have their own individual needs, whether it is different funding streams or course needs and some students may not be able to access certain streams of funding or support. The Student Advice Team can make appointments for or refer to any of the specialist teams below based in Student Services:

Wellbeing Team

The Wellbeing Team offer a range of services for students. These include: Counselling, welfare advice, mental health support, support for Care Leavers, self-help materials and workshops. Support is available for students with a range of issues including; homesickness, depression, anxiety, transition to university, sleep, loss and bereavement, domestic violence, perfectionism and eating disorders. The service can be accessed every weekday by attending one of the Wellbeing Drop-In sessions. The Wellbeing Team can be contacted at wellbeing@yorksj.ac.uk. Further information is available on the website: http://www.yorksj.ac.uk/student-services/student-services/health-and-wellbeing/worried-about-yourself.aspx.

Learning Support Team

The Learning Support Team provides a range of services to students. Enquiries can be made by contacting the team at learningsupport@yorksj.ac.uk. The following support is available:

Study development – available to research students whether they have identified a particular problem or if they just want to develop their writing. It covers structuring and planning research, improving academic writing style and expanding critical vocabulary. It is delivered through workshops, short writing courses, individual and small group tutorials. Please note that this support is intended to supplement the advice and guidance available from the supervisor.

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Disability advice – the team provides advice and guidance to students with a range of conditions including sensory impairments, physical or mobility difficulties, medical conditions such as diabetes and epilepsy and autistic spectrum disorders. Students may also be eligible to apply for additional funding to pay for a comprehensive package of support.

Specialist tuition – support is available to students with specific learning difficulties including dyslexia. The team can provide 1-2-1 specialist tutorials to help them with their writing and organisational issues. Research students who think that they might have a specific learning difficulty but have not been assessed before should contact the Learning Support Team to book a screening.

Student Funding Advice Team

The Student Funding Advice Team provides students with impartial advice on a wide range of issues including student funding, welfare benefits, debt, part-time and casual employment, insurance and consumer rights. The team can also provide information on the scholarships, fee waivers and bursaries for which students may be eligible.

The following teams are not based within Student Services, but are all useful sources of support for research students to access. The Student Advice Team can offer advice and guidance and refer students to these specialist areas below:

Health Centre Higher York Access Centre Residential Service s Chaplaincy & Spiritual CareUniversity Finance Department Students’ Union

11.3 Support for pregnant students and those with very young children

The University is committed to ensuring that any student who becomes pregnant before or during a period of study at the University is accommodated as far as possible to allow her to complete her programme of study, providing academic standards are upheld. A student who becomes pregnant is strongly advised to discuss the implications of this for her programme of study at an early stage of her pregnancy, particularly where elements of her programme of study might present her, or her unborn child with a health and safety hazard. In the first instance she may approach any member of staff with whom she feels comfortable. In addition, periods of maternity, paternity and adoption leave may at times be appropriate for research students and RDSC will consider favourably requests for suspensions or extensions relating to caring responsibilities for young or sick children (see also 11.4, below).

11.4 Support for students who are parents or carers

YSJU believes that being or becoming responsible for a child or dependant adult should not, in itself, be a barrier to a student, or prospective student, starting, succeeding in, or

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completing a programme of study. The University is committed to being as flexible as possible, whilst, at the same time, making sure that any accommodations made for the student do not compromise academic standards. For further information: http://www.yorksj.ac.uk/equality-and-diversity/equality-and-diversity.aspx

11.5 Support for disabled research students

The York St John community is enriched by its diversity and we are proud to embrace difference and challenge prejudice in all aspects of university life. We therefore welcome applications for research degrees from disabled students.

More than 10% of the University’s student population is disabled and this includes a wide range of conditions such as:

Specific learning difficulties such as dyslexia, dyspraxia, dyscalculia, attention deficit disorders;

Autistic spectrum disorder;

Mental health issues;

Sensory impairments;

Long term conditions such as epilepsy or diabetes;

Physical or mobility difficulties.

The University has a dedicated team of staff who provide support across all Faculties. A number of services work alongside each other to provide a comprehensive package of support for many students. Support is coordinated by Learning Support Team in liaison with the Wellbeing Teams as well as other services such as Accommodation and Facilities.

Students who wish to speak to someone further regarding the support that is available should contact the team at: learningsupport@yorksj.ac.uk or ring 01904 876540.

11.6 YSJ Student Union

York St John Students’ Union (SU) is here to enhance students’ experience at YSJU. Once enrolled, research students automatically become a member of the union and benefit from everything it offers. The union’s vision is to ‘enable students to have an exceptional experience’ and they want to make sure that students get everything they want out of their postgraduate experience – whether that means volunteering, being a research student representative, joining one of our sports and societies or just using use the student union facilities. The SU is located in the Cordukes Building near the Chapel and inside there is a Café, Bar and Shop.

The Union is run by the students and for the students. They want to make sure all students at the University feel welcome so students should let them know if there is anything that they wish to see them doing to improve their time at the University. There are three sabbatical officers (President, Vice President Education and Vice President Welfare and Diversity) who have been elected by students to represent the student body,

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so if there is anything students want to raise surrounding their experience or if advice is needed around procedures such as appeals, etc, students should go to the SU (the offices are upstairs) and speak to them. The Vice President Education also sits on the Research Degrees Sub Committee, so if there is anything in particular that students want to raise specifically as a research student, do not hesitate to contact her.

For more information on the students’ union please visit the website at www.ysjsu.com or contact one of the sabbatical officers:

Role Contact name Email addressPresident Nathaniel Abakah-Phillips n.abakah-phillips@yorksj.ac.uk

Vice President Education

Gabby Wilson g.wilson1@yorksj.ac.uk

Vice President Welfare and Diversity

Lucinda Izzard l.izzard@yorksj.ac.uk

11.7 Careers and employability

The Careers and Employability Team at YSJU offers a range of services to assist research students in all aspects of career management; decision making, planning, job applications and interviews. Services they provide include:

Information, advice and guidance on all aspects of career planning, whether it is a career in academia or other options which are being considered;

Support with applying for jobs, including compiling a CV (academic or ‘non-academic’), interview practice, and where to look for opportunities;

‘Jobs and Careers’ website, www.yorksj.ac.uk/careers and a jobs portal ‘Jobs and Opportunities’ http://yorksj.prospects.ac.uk/ that covers part-time and full-time jobs, volunteering opportunities, work placements, internships and events.

Careers Advisers are available for one-to-one confidential interviews by appointment, which can be arranged either by visiting the team in Phoenix Court, by phone on 01904 876710, on email - careers@yorksj.ac.uk, or at the student advice desk in Holgate. Support is also available on the phone, via Skype, or on email. Normal opening hours are between 9.00am and 5.00pm Monday to Thursday and 9.00am and 4.00pm on Fridays, but it is sometimes possible to arrange appointments outside of these hours – contact the team to discuss this.

Throughout the year, there are a range of events to help students and graduates at all stages of their career planning, including sessions focused on PhD students. Details of these can be found on the careers website (www.yorksj.ac.uk/careers), along with more information about the support that the Careers & Employability team can provide, and a range of online careers resources.

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12. Complaints and Appeals

12.1 Complaints

The University prides itself on being a responsive and supportive organisation and in listening to its students, but recognises that they may sometimes encounter problems and may wish to submit a complaint in order to resolve the matter. The Complaints Procedure is available here: http://www.yorksj.ac.uk/ssr/student-systems-and-records/policies/appeals-and-complaints.aspx

It is recommended that a research student who is dissatisfied with an aspect of their research degree provision should first try to deal with the problem by discussing it with the member of staff most immediately concerned and as it may be possible to resolve the matter informally. However, if such an approach does not result in a satisfactory response, or a student feels unable to raise the problem locally, details of further stages in the process are available in the above policy.

The Student Casework Manager (casework@yorksj.ac.uk) is able to answer general questions about the complaints process. YSJ Students’ Union can provide independent advice and support in making a complaint.

If a research student remains dissatisfied once the University’s procedures have been exhausted, a review of the University’s decision may be sought from the Office of the Independent Adjudicator for Higher Education (OIAHE). More information can be found on the OIA website: www.oiahe.org.uk.

University of Leeds Any formal complaint by a research student at Stage 2 or beyond is also copied to Postgraduate Research & Operations at UoL for information (a copy of which will be forwarded to the UoL Complaints Officer). Should a research student remain dissatisfied by the response from YSJU to a complaint, they may ask the UoL Complaints Officer to consider any outstanding concerns. If the complaint cannot be resolved by UoL, and the student remains dissatisfied with the outcome, they may seek a review of the decision by the Office of the Independent Adjudicator for Higher Education (OIA). More information can be found on the OIA website: www.oiahe.org.uk

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12.2 Appeals

Research degree students may appeal against decisions relating to their registration status, progression or award. The final right of appeal at YSJU is to the Vice Chancellor before a ‘completion of procedures’ letter is issued, after which there is then a potential opportunity to seek a review by the national body, the Office of the Independent Adjudicator for Higher Education (OIAHE). Full details and the procedure to be followed are set out in the Appeals against the Results of Examinations and Assessment : http://www.yorksj.ac.uk/ssr/student-systems-and-records/policies/appeals-and-complaints.aspx

University of Leeds For research students studying for a UoL award there is a final right of appeal to the UoL before a ‘completion of procedures’ letter is issued, after which there is then a potential opportunity to seek a review by the national body, the Office of the Independent Adjudicator (OIAHE). The initial case should be made in writing to the Research Development Manager.

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13. Regulations, Codes, Policies and Procedures for Research Degrees

This section draws together the key regulations, procedure and policy documents that apply to research students studying for a research degree at YSJU, whether for a YSJU award or a University of Leeds award.

13.1 Formal regulations and codes of practice

York St John University awarded degree

University of Leeds awarded degree

Research Degree Regulations UoL Ordinances and Regulations and Programmes of Study for Research Degrees

Learning Outcomes Learning Outcomes

Code of Practice for Research Degrees Postgraduate Research Student Protocol

Supplementary protocol for practice-led research students – Code of Practice for Research Degrees (Appendix A)

Protocol for Practice-led Research Degrees

Data Protection Policy

13.2 Admission and registration (see also sections 6 and 7)

York St John University awarded degree

University of Leeds awarded degree

Research Degree Student Admission Policy and Interview Guidance Notes

Suspensions and Extensions – Code of Practice for Research Degrees (Section 5)

Suspensions and Extensions Policy

Suspensions and Extensions FAQs Suspensions and Extensions FAQs

Attendance Monitoring Guidance Attendance Monitoring – Policy and Guidance

Participation of research students in attendance of Taught Modules

13.3 Progress and monitoring (see also section 7)

York St John University awarded degree

University of Leeds awarded degree

Progression – Code of Practice for Research Degrees (Section 6)

Procedures relating to progress monitoring and transfer (RES21)

Unsatisfactory Academic Progress Policy

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13.4 Thesis submission and examination (see also section 9)

York St John University awarded degree

University of Leeds awarded degree

Guide to the Examination Process for Research Degrees

Guide to the Thesis Examination process for Students

Guidance on Thesis Titles Thesis Titles

Good practice guidelines for the conduct of the oral examination – Instructions to Examiners (Section 2.8)

Good practice guidelines for the conduct of oral examinations

Guidance on the use of solely or jointly-authored publications within a thesis submission

Guidelines on the use of solely or jointly-authored publications within a thesis submission

Inclusion of Supplementary Data/Information with the thesis – Guide to the Examination Process for Research Degrees (Section 2.17)

Inclusion of a CD of supplementary material within a thesis submission for examination

The use of Video Conferencing for an oral examination – Guide to the Examination Process for Research Degrees (Section 4.7)

Policy for the use of video streaming for the oral examination

Instructions to Examiners Instructions to Examiners

External Examiners undertaking their first UK research degree examination – Instructions to Examiners (Section 6.4)

Guide for External Examiner Briefings

Process in the event of a disagreement between the examiners – Instructions to Examiners (Section 4.2)

Process in the event of a disagreement between examiners

Research Excellence Policy Research Excellence Policy

Policy and Guidance on the Recording of Oral Examinations

13.5 Complaints, appeals and disciplinary matters

York St John University awarded degree

University of Leeds awarded degree

Code of Discipline for Students and Disciplinary Procedures

Complaints Procedure

Appeals Procedure

Appeals against the results of University examinations and assessments: procedure for postgraduate research students (NB additional right of appeal for UoL only)

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Research Misconduct Policy and Procedures

Procedures for investigating plagiarism in research degree work prior to and within the submission for a research degree

Code of Practice on Research Integrity

13.6 Development and training

York St John University awarded degree

University of Leeds awarded degree

Research Ethics Guidelines

Policy on Safeguarding Research Data

Training & Development Needs Analysis and Training Plan

Vitae National Researcher Development Framework

Protocol for Postgraduate Research Students (not employed on substantial HEI teaching contracts) engaging in teaching at YSJU

13.7 Role of the supervisor, examiner and postgraduate research tutor

York St John University awarded degree

University of Leeds awarded degree

Eligibility Criteria for Research Degree Supervision and Supervisory Teams

Criteria for the appointment of examiners and independent chairs

Eligibility to act as an Internal Examiner for Research Degrees

Eligibility to act as an external Examiner for Research Degrees

Criteria for appointment of examiners for Research Degree Candidates registered at York St John University

Role of a Faculty Head of Research

Role of a Faculty Postgraduate Research Tutor

13.8 Other relevant codes and policies

York St John University awarded degree

University of Leeds awarded degree

Postgraduate Research Student Expense Accounts Policy

ICT Acceptable Use Policy

Disability Policy

Equality, Diversity and Human Rights Policy

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13.9 Useful information provided by external bodies

York St John University awarded degree

University of Leeds awarded degree

QAA/NUS The UK Doctorate: a guide for current and prospective doctoral students.This guide includes information on the regulations that provide the framework for doctoral degrees. The guidance is intended to be helpful for those students who are studying, or are thinking about commencing, a doctoral degree programme. See: http://www.qaa.ac.uk/Publications/InformationAndGuidance/Documents/Doctorate_Guide.pdf

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