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Departmental/Divisional Administrator Briefing Procedures and Administrative Processes

Departmental/Divisional Administrator Briefing Procedures and Administrative Processes David Ashton Director of Student Services Helen Notter Student Centre. CONTENTS Admission, Enrolment and Registration Engagement Monitoring Upgrade & Completing Research Student (CRS) Status

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Departmental/Divisional Administrator Briefing Procedures and Administrative Processes

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  1. Departmental/Divisional Administrator Briefing Procedures and Administrative Processes David Ashton Director of Student Services Helen Notter Student Centre

  2. CONTENTS • Admission, Enrolment and Registration • Engagement Monitoring • Upgrade & Completing Research Student (CRS) Status • Examination and Award • Expectations on Departments and Sources of Support

  3. KEY INFORMATION • Academic Regulations for Research Degree Students –http://www.ucl.ac.uk/ras/acd_regs • Code of Practice for Graduate Research Degrees - http://www.grad.ucl.ac.uk/codes/CoP_Research_11.pdf • Research Student Log • Graduate School and Registry websites: • http://www.grad.ucl.ac.uk/ • http://www.ucl.ac.uk/current-students/ • http://www.ucl.ac.uk/ras/research_degrees

  4. ADMISSION AND ENROLMENT • Applications processed through Admissions • Offers must be made and accepted prior to commencement • Enrolment: within two weeks of start. Immigration checks made • No backdated registration

  5. REGISTRATION • Standard 4 years – 3 years plus one for writing up (CRS) • Conditional on satisfactory progress • Interruptions • Must enrol before start of each session on PORTICO • Keep address maintained in PORTICO and use UCL email

  6. SUPERVISION • appointed by the appropriate Departmental Postgraduate Committee and Faculty Graduate Tutor • Students may have a supervisory team but one principal supervisor will be expected to take the administrative lead

  7. ATTENDANCE • Centred on UCL unless approved otherwise • At least every 2 months • Study away from UCL • Must inform the Student Centre • Must not exceed 2 calendar years • Must not be absent during the first and last three months

  8. ENGAGEMENT MONITORING Research Log may be used • meeting or email contact with supervisor • attendance at seminars, laboratory session or other training session • submission of work to supervisor • response to a Departmental/Divisional circular

  9. UPGRADE FROM MPHIL TO PhD • Two possible attempts at upgrade • the first between 12 and 18 months • the second between 18 and 24 months • Transfer Report/Upgrading Proposal • Upgrading meeting by Supervisory Panel • Upgrade notification to Student Centre

  10. COMPLETING RESEARCH STUDENTS (CRS) • Upgraded to PhD • Submission of thesis within 12 months; 24 months (part-time) • Met Departmental conditions • Student Centre contacts students and supervisors about deadlines

  11. COMPLETING RESEARCH STUDENTS (CRS) • Must continue to engage • Extensions • Penalties for late submission • End of CRS, no automatic further registration status

  12. SUBMISSION OF THESIS • Examination entry– 3 months before submission • Nomination of examiners form • Two copies of soft bound thesis • All through the Student Centre

  13. EXAMINERS • Agreed by Departmental Graduate Tutor on behalf of Postgraduate Committee and sent to the Faculty • Agreed by Faculty Graduate Tutor on behalf of Faculty Postgraduate Committee and sent to the Student Centre • Chair of RDC or his nominee • UCL – one internal, one external

  14. EXAMINATION AND AWARD • Supervisor arranges viva • Decision by examiners • Final version: 1 soft bound to Student Centre; 1 e-thesis in UCL Institutional Repository • Award letter and degree certificate – the Student Centre • External examiners’ reports

  15. EXPECTATIONS OF DEPARTMENT Selection and admission • Induction – department/division; UCL-wide • Support Research Log • On-going support – pastoral; facilities; academic • Adherence to deadlines and engagement monitoring • Inform about procedures/deadlines • Arrange viva, nominate examiners • Keep the Student Centre informed

  16. WHAT HAPPENS IF IT GOES WRONG • Student Grievance Procedure • Upgrade procedure • Delivery of programme • Conduct of examination • Complaints Procedure

  17. SOURCES OF SUPPORT • Departmental/Divisional Graduate Tutor • Faculty Graduate Tutor • Graduate School and its Head • The Student Centre (formerly Student Records)

  18. QUESTIONS/DISCUSSION In addition, Kevin King, Head of Student Funding, will take answer questions on any aspect relating to the work of his office relating to research degree students

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