HaSS PG Support Staff Annual Briefing Session

1. HaSS PG Support StaffAnnual Briefing Session WELCOME 29th April 2009

2. Faculty of Humanities and Social SciencesPG Support Staff Annual Briefing Session • Introductions Structure of Session • Breakout - School issues/concerns • Studentship Administration • PGR Administration process updates/refresher • Faculty Research Training provision administration of assessed work; the new PG Certificate • School issues/concerns

3. Faculty of Humanities and Social SciencesPG Support Staff Annual Briefing Session Breakout School issues/concerns Working in pairs for 5-10minutes identify any issues, concerns, or knowledge gaps etc. that you have relating to postgraduate administrative support.

4. Studentship/Scholarship Administration Research Council Studentships Studentships/Scholarships from School Accounts (external or internally funded) Other Studentships/Scholarships from Central Accounts (external or internally funded)

5. Studentship AdministrationDefinitions Studentship This is a postgraduate award and can vary in value from a partial fee contribution to full tuition fee plus maintenance.  This is awarded on merit to eligible candidates. Scholarship An undergraduate or postgraduate award allocated on the basis of academic merit, often constituting a fee reduction to the student.  Scholarships are a recruitment incentive to attract high quality students and may have particular names, such as the International Scholarship or the International Undergraduate Merit Scholarship. Definitions covering funding awards to students: Awards from or administered by Newcastle University www.ncl.ac.uk/internal/planning/committees/sfc/200708/minutes/student_awards.html

6. Administration of ESRC Students and Studentships • Types - Open Competition, CASE, Joint, Quota (+3 or 1+3) • ESRC policy of one contact per Institution • All payments through the University • Decision making mostly devolved to University – exceptions are extensions to submission at the end of the award • Approvals of changes to studentship must comply with ESRC guidelines – approved through Supervisor, PGR Director and PG Dean and implemented by GSO • Must keep GSO informed – implications for Institutional submission rate survey • Annual reconciliation exercise

7. Administration of AHRC Students and Studentships • Devolved payments to Institution • All decision making is with AHRC • Strict policies on no retrospective approvals • Students and Supervisors strongly encouraged to keep GSO informed • Implications for payments and submission rate survey

8. Studentships/Scholarships Paid from a school account Fees only (Full or partial payment) One off payment Tuition Fee Adjustment Form signed by School account’s authorising and verifying signatories TF001 Form signed by School account’s authorising and verifying signatories Tuition Fee Team Ext. 5520 Tuition-fees@ncl.ac.uk Student Payments Ext. 6356 Studpayments@ncl.ac.uk

9. PG Studentships/Scholarships paid from a School account Maintenance contribution (with or without fees) PGR RS002 Studentship Form signed by School account’s authorising and verifying signatories PGT Graduate School Office confirmation of eligibility sign off Graduate School Office Issues studentship terms and conditions and IPA to student Student Payments Ext. 6356 Studpayments@ncl.ac.uk Student Signs and returns terms and conditions and IPA

10. Finance Forms • Tuition Fee Adjustment Form http://www.ncl.ac.uk/internal/finance/sap/TF002.xls • Request Form for Student Payments TF001 http://www.ncl.ac.uk/internal/finance/sap/TF001.pdf • PG Studentship Form RS002 http://www.ncl.ac.uk/internal/finance/sap/RS002.rtf • PG Studentship One Off payments & Change to Payments Authorisation Form RS001 http://www.ncl.ac.uk/internal/finance/sap/RS001.rtf

11. PGR Administration process updates/refresher PGR Code of Practice Monitoring E-Progression for PGR Annual Progress Review PGR Examination procedures and regulations Changes to PGR writing-up fees and extension fees

12. Code of Practicehttp://www.ncl.ac.uk/student-progress/pgradmin/Code%20RDP.pdf • Enquiry/Application/Admission • Registration • Induction • Research Training Portfolio (E-Portfolio) • Learning agreement • Supervisory arrangements • Approval of Research Project and Supervisory Team • Faculty Research Training Programme • Annual Progression • Examination • Complaints, Appeals, Disciplinaries Forms and procedures:http://www.ncl.ac.uk/student-progress/pgradmin/

13. PGR Code of Practice Monitoring

14. PGR Code of Practice Monitoring

15. E-Progression for PGR Annual Progress Review • Now Mandatory to conduct PGR APR via e-portfolio • 2007-08 use of E-progression review • Contacted School PGR Directors to ask if refresher training would be helpful • Queries in first instance to Graduate School Office

16. PGR examination process(who does what and when) Exact Title of Thesis and Appointment of Examiners submitted to the Graduate School Office for PG Dean approval Student submits 2 soft bounds and an Examination Entry Form plus 6 copies of abstract to the Graduate School Office Copy of Thesis sent to Internal Examiner Copy of Thesis sent to External Examiner Independent preliminary reports received from each examiner in advance of the Viva and scrutinised by the PG Dean Viva (arranged by the student’s supervisor and school) Joint Report from the Examiners with copies of required corrections submitted to Graduate School for PG Dean’s approval Resubmissions and revised or corrected soft bound(s) submitted to Graduate School Office Graduate School send’s approved joint report and formal outcome letter to student and supervisor

17. Changes to PGR writing-up fees and extension fees

18. Faculty Research Training Updates • Summary of provision • Administration of assessed work • PG Certificate

19. School issues/concerns