Essential Responsibilities for Research Student Supervisors Dr Lorna Everall

1. Essential Responsibilities for Research Student Supervisors Dr Lorna Everall Head – PGR Support Unit

2. Content • Support for Research Students • The Research Student Journey • Curriculum Framework and the Regulations • Expectations – of the Student and Supervisor! • Progress Review Panel • Introduction to the Viva • Other Resources

3. Support for Research Students

4. DoS & Supervisory team Research Degrees Leader PGR Tutor Support Recruitment Counselling & Mental Health Registry Medical Centre Advice Centre Welfare & Disabilities PGR Student Reps Research student support at Coventry

5. Organisational Support Structure for PGR Within Faculty or URC • Associate Dean of Research • Research Degrees Leader • Postgraduate Research Tutor Institutionally Wide The Postgraduate Research Support Unit (including Recruitment and Admissions and Registry (formerly RRU/RSS) – deals with all research students from their initial application to the end of their programme. If you are unsure of who these are go to https://share.coventry.ac.uk/students/ResearchDegrees/Pages/Key-Contacts.aspx

6. Supervisory teams • Minimum of two supervisors for doctorate students (one for Masters) • Three completions per team with at least one at doctorate (none for Masters) • Individuals must have the experience and capacity to undertake the supervision • One supervisor is appointed as Director of Studies (DoS) (must be CU member of staff) and they will have a leading and co-ordinating role

7. The Research Student Journey

8. PGR Journey - The Basics! • Three enrolments each year – January, May and September • In the first few months of a students programme they have some mandatory sessions to attend. • Induction –Formal welcome to the University, and introduction to the PGR support systems and expectations of them as research students. This will be supported by a Faculty or URC induction. • Introduction to Research Design and Writing (M001RDC) – the only module mandatory for all students (10 credits) • Curriculum Framework Workshop – that details their programme and assessment (mandatory) • Subject specific modules – Support research development over (40 credits PhD and 30 credits MRes) • You should arrange to meet your research student as soon as possible!

9. Curriculum Framework • Defines every research degree programme • Monitored via linked checklists • Checklists define deliverables • Progression reviewed annually via a Progress Review Panel • For more information on the phases and checklists go to: https://share.coventry.ac.uk/students/ResearchDegrees/Pages/The-Research-Student-Lifecycle.aspx

10. What does the ‘Coventry research programme’ look like?

12. Phase 1 PhD - checklists • PHD01: training needs analysis, draft proposal, draft plan, resources • PHD02: 5000 word draft literature review chapter • PHD03: 5000 word draft methodology chapter • 40 credits: subject specific modules (or APL) • Ethical approval via https://ethics.coventry.ac.uk/

14. Phase 2 PhD - Checklists • PHD04: 5000 word draft data collection/results chapter • PHD05: 5000 word draft results/analysis chapter • Must have 40 credits of subject specific modules (or APL) to progress to Phase 3

16. Phase 3 PhD - Checklists • PHD06: 5000 word draft discussion/evaluation chapter • PHD07: 5000 word draft conclusions/ recommendations chapter • Plus ExaminationArrangementsForm

17. Regulations Section 8: Regulations for Research Degrees other than by Submission of PortfolioSection 9: Regulations for the Award of Higher Doctorates and Doctor of Philosophy Degrees by Portfolio Length of Registration

18. Suspensions and extensions • Duration of registration includes all periods of suspension – suspension cannot be used to extend registration • Suspensions for medical or other extenuating circumstances (min 3 months – max 12 months depending on the reason for suspension) • For major issues withdrawal maybe best option – if they are ready to return they will have to reapply.

19. “Writing Up” • If a student has completed all the requirements of the Curriculum Framework (the checklists, passed all their subject specific modules, their written outputs) but are not in a position to hand in their thesis they will be allowed a Writing Up year. • Writing Up Phase has reduced fee • Only 1 year per student (unless 2nd approved by the Chair of the Research Degrees Sub Committee – Oliver Sparagano) • Typically 4th year FT or 6th/7th year PT

20. Expectations – of Research Students AND Supervisors!

21. Expectations of research students • Full-time students expected to study 40 hours/week (PT 15 hours) for 45 weeks/year • Holiday allowance: 22 working days which must be applied for by completing the authorised holiday form • Meet with a member of their supervisory team every two weeks (PT four weeks) – 24 (PT 12) meetings a year. • They are expected to have 3 meetings a year (one a term) with their whole supervisory team.

22. Expectations of research students • Complete an ethics application • Complete the checklists and all that the checklists detail within the time frames outlined in the curriculum framework • Submit all documentation for the PRP to PGRSU Registry 10 working days before the date of the PRP. • Gain credits in subject specific modules related to their research topic (30 credits for Masters by Research, 40 credits for PhD) or gain Accreditation for Prior Learning.

23. Expectations of research students • Carry out agreed tasks in a timely and professional manner • Engage with the appropriate academic literature • Take charge of the areas in which you need to develop • Take ownership of research right from the start but taking into account the changing nature of the supervisory relationship • Draw any problems to the attention of the supervisory team and the PGRSU where applicable, and provide adequate explanations for failure to attend meetings or to meet other commitments.

24. Expectations of supervisors • Make sure the student is meeting at least one of the supervisory team every two weeks (PT four weeks). • Make time to respond to student in a reasonable timeframe • Undertake regular supervisor training (particularly on PRP and Viva procedures). Check the Learning and Development Portal: https://professionaldevelopment.coventry.ac.uk/ for dates • Understand the Curriculum Framework and the Regulations • Ensure student submits an ethics application and updates it whenever their project changes • Continue throughout to help the student develop as a researcher • Help the student develop key contacts in their subject area • Suggest appropriate conferences to attend, societies to join etc.

25. Expectations of supervisors • Support the student to fill in their checklists throughout their programme and refer to them during meetings • Sign off on checklists in advance of the PRP • The Director of Studies is responsible for arranging the PRP • When the student is ready to submit their thesis, a Directors of Studies must: • Fill in an Examination Arrangements form and arrange the students Viva (without exam arrangements in place the thesis will not be sent to examiners) • Make sure the student has put their thesis through Turnitin via Moodle prior to submission. • Sign off on the Candidates Declaration Form • Report any concerns or issues to the Research Degrees Leader/Postgraduate Tutor in your Faculty or URC. Report issues to the PGRSU.

26. Attendance Monitoring • Check-in at University once a week (Tier 4 only) • Record fortnightly meetings (PT monthly) – this can be done via Moodle. • Complete Remote Study form if planning to be away from the University for research • Complete Authorised Holiday form if planning to go on holiday • Complete Authorised Absence form if away from research for any other reason (illness, etc.) • All forms related to PGR students can be found here: https://share.coventry.ac.uk/students/ResearchDegrees/Pages/Forms.aspx • All forms when completed are sent to PGRSU (Registry) (rru.reg@coventry.ac.uk ) or dropped into the PGRSU office ABG15

27. Understanding the Progress Review Panel (PRP)

28. Why do we have Progress Review Panels? • Gives the student an opportunity each year to reflect on their progress and plan for the next stage of their research • Input to research project beyond supervisory team • Practise at academic presentations and answering academic questions which prepares the student for the Viva • Encourages the student to write throughout their programme, not just at the end. • Monitoring compliance with policies on ethics and risk assessment • Picks up other issues that might have been missed

29. What is a Progress Review Panel PRP? • Formally constituted panel that acts as an assessment board for individual candidates • Confirms marks for each phase of the Curriculum Framework and decides progression • 8.11.5 “To progress from one stage of a programme of study to a subsequent stage, whether by full-time, or part-time study, a student must pass all modules required by the previous stage, which includes meeting any pre-requisite or mandatory or any other requirement set out in the course definitive documentation.”

30. What does a PRP look like? • Every student is required to have a PRP every 12 months but before the 12 month anniversary of the students enrolment. • The PRP is made up of: • Independent Chair • Independent Subject Expert • DoS (or alternative supervisor) • Students will have different requirements for their PRP, according to which phase of the Curriculum Framework they are at. These requirements are detailed by checklists.

31. Timing of the PRP • Registry will contact both the DoS and the Student to let them know they are due a PRP 6 to 8 weeks in advance. • Student needs to submit their documentation 10 working days before the PRP – this documentation also needs to be signed off by the supervisory team. • Once you are notified from registry, set up the PRP as soon as possible • If PRPs aren’t completed within the timeframe given by registry, the student will have to go through late enrolment which has a huge impact on the student – they’ll lose access to facilities and resources at the University, particularly difficult for Tier 4 students.

32. Arranging a PRP • DoStalks to a student about who their independent subject expert could be (Note that anyone you use as an independent subject expert will not be able to be an internal examiner for the students viva). • DoS contacts chosen independent subject expert and informs PGRSU – to check they have been trained at CU. • DoS selects date and checks that student and subject expert are available – informs PGRSU of date who can book a room on your behalf if needed • Each faculty has a list of approved chairs (that have been on this training course) – allocation of chairs depends on faculty/URC policy.

33. PRP Documents • As mentioned, the documentation required for a PRP depends on the phase of the curriculum framework the student is at. • Full time students will spend one year in each phase, part time students a maximum of two. • Checklists should be filled in throughout the year, not just for the PRP as this often leads to documentation missing at the PRPs and/or documentation filled in incorrectly. • Each checklist has an indicative timeframe at the top to detail when each one should be completed. Although they won’t be assessed until the PRP. • Checklists should be discussed and subsequently filled in throughout the year according to the indicative time frame, not just for the PRP, as this often leads to documentation missing and/or documentation filled in incorrectly. • All the requirements are detailed on our portal pages here: https://share.coventry.ac.uk/students/ResearchDegrees/Pages/The-Research-Student-Lifecycle.aspx

34. PRP Documents

35. The PRP Panel • Independent Chair • Independent Subject Expert • DoS (or alternative supervisor)

36. PRP Panel Roles 1 • Independent chair: • chairs panel, assures correct procedures, listens to presentation, can ask student (and DoS if required), questions to clarify (non-academic questions), involved in final decision • Writes up the PRP report form • Completes broadsheet confirming pass as appropriate and signs • Main roles: regulations, pastoral, academic

37. PRP Panel Roles 2 • Independent subject expert: • reads deliverable(s) in advance of the PRP, listens to presentation, asks student academic questions, may ask DoS questions (subject to chair approval), involved in final decision • Main role: academic • Remember that the subject expert cannot be part of the students Viva as an examiner.

38. PRP Panel Roles 3 • DoS (or alternate): • involved in final decision, can’t ask student questions, may be asked questions by rest of panel (as approved by Chair) • Ensures checklists have been signed off and completed in a timely manner. • Main roles: academic, pastoral

39. PRP format Introduction by Chair Student presentation/report (10-15mins max) Chair does documentation check. Subject expert asks academic questions, comments, feedback DoS leaves room Chair asks student about supervision, support, etc. Student leaves room and DoS returns Panel discusses any issues raised Panel makes decision Student told decision Chair fills in the PRP Report form and Broadsheet PRPs tend to last around one hour

40. PRP Formal Decisions Progress: progress to next phase (or continue on same phase if PT). Progress to Writing Up: progress to Writing Up. Minor Issues (“Referred”): progress to next phase but there are minor issues to be addressed by a given date. Repeat: do not progress to next phase as there are major issues that must be addressed by a given date. Transfer: transfer to fallback award or higher award and re-profile programme of study. Fail: fail programme of study and withdraw from the University.

41. Minor Issues • This usually is given when: • Documents are missing (e.g. checklists, supervisory change form, examination arrangements form) • Checklists: must be fully completed (signatures) • Ethics: None or out of date (Ethics needs to be updated regularly with changes to the project, all students are required to do an ethics application). • A timeframe needs to be given for when these minor issues need to be resolved, this is typically one month.

42. Repeat • This usually is given for: • Academic Issues • Quality of deliverable(s) • Quality of responses to questions, comments, etc. • Failure of mandatory/subject specific modules modules

43. PRP BroadsheetsOnce a decision has been made, the modules for that academic year must be filled in on the broadsheet by the PRP Chair. Copies of completed checklists that confirm those marks must go to RRU.reg

44. Overall PRP Remarks • As a DoS or Supervisor • It’s important to make sure your student is using their checklists as a guide throughout their programme. • Make sure all PRP documentation is signed off well in advance to the PRP to ensure the student is ready for the PRP. • As a PRP Panel Member • Know your role and what is expected of you • Follow the regulations and if unsure seek advice from PGRSU Registry • Ensure correct procedure is followed prior to, during and after the PRP.

45. Introduction to the (Viva Voce) Oral Examination

46. Background • Viva panel typically is made up of one external examiner and one (independent) internal examiner, plus an independent Chair • A member of staff* must have two external examiners • Examination Arrangements Form to be completed by supervisor (DoS) signed off by Faculty and University (via PGRSU) • Submit all CVs for examiners • PGRSU will assign an independent Chair *When the candidate is a current member of the University's staff, including Hourly Paid Lecturer (HPL) (or has been a member of staff in the 12 months prior to the oral examination), two External Examiners and an Independent Chair (see 8.14.1 and 8.14.2) must be appointed. This excludes research students that have undertaken 6 hours per week or less of teaching or other paid work for the University during their studies.

47. Pre-Viva • After thesis has been submitted, examiners are contacted by PGRSU (Registry) to set viva date* • Minimum of 6 weeks between submission and viva • Examiners read thesis (and prepare questions) • Submit Preliminary Report Form within 7 days of viva • No contact between examiners or between the student or supervisors and the examiners *EEC - DoS currently sets the date before submission.

48. The Viva • Viva questions from examiners as agreed • During viva Chair ensures process is fair and within Coventry regulations/procedures • Chair can stop viva if student wants/needs a break • Chair stops supervisor(s) from speaking out of place • Once questions have finished Chair asks candidate (and supervisors) to leave • If unsure, seek advice from PGRSU registry

49. Further Information

50. About Us • The Postgraduate Research Support Unit are a Central team who support students and supervisors throughout the entire research degree journey (recruitment to graduation) • Based in Alan Berry Building G15 • Please drop in!