Department of Surgery & Cancer – research student introduction 2012-3

1. Department of Surgery & Cancer – research student introduction 2012-3 Charlie Greenhill, Surgery & Cancer Business Manager (c.greenhill@imperial.ac.uk , 020 7594 0894)

2. Introduction • Welcome to the Department of Surgery & Cancer. • This presentation is designed to help new research students understand a bit more about the organisation they’ve just joined, the policies/processes they need to follow and get to grips with their responsibilities as a research student. It is suggested that you go through the presentation and then follow up any queries by looking at the more detailed guidance in our research student handbook: • http://www1.imperial.ac.uk/medicine/about/divisions/surgeryandcancer/teaching/postgraded/surgcancresstud/ • If you can’t find the information you need, get in touch with Charlie Greenhill.

3. ‘Department of Surgery & Cancer’ • The Department was formed in 2009 from the previous Division of SORA. It comprises 2 Divisions made up of the following sections: Biosurgery & Surgical Technology Biomolecular Medicine Anaesthetics, Pain Medicine & Intensive care Oncology RDB Surgery Cancer

4. Research foci • The Department’s research covers a diverse range of fields; you may benefit from collaboration with researchers in other sections. Our research strategy comprises 4 themes: • Molecular phenotyping in health, disease and toxicology • Population-wide studies • Cell biology, immunology and endocrine processes • Surgical, robotic, bioinformatic and analytical technologies • You can find out more about the research strategy at http://www1.imperial.ac.uk/medicine/about/divisions/surgeryandcancer/researchstrategy/

5. Maximum time for milestone completion Forms Required Degree Milestones Application PG1 (online app) – IC staff omit this step Registration form (all) AND IC/A form (IC staff only) Registration 0 months Research Plan Approval 3 months Form 2a (PhD) or 2b (MD) 1st Review Form 3a (PhD) or 3b (MD) Form 4a (PhD) or 4b (MD) 9 months Form 5a (PhD) or 5b (MD) Form 5a (PhD) or 5b (MD) 2nd Review 24 months Nomination, description and reproduction forms, write-up plan. Exam Entry 44 months Abstract and declaration of words forms (thesis submission via ethesis.co.uk) Thesis submission 48 months Viva 54 months Examiners’ report

6. Who’s who • The Department’s Director of Postgraduate Studies (DPS) is Professor Michael Seckl. • If you need to contact him, please go via Charlie Greenhill. • Postgraduate Education Committee (PGEC) members for the various sections are below. They can advise on policies/procedures and will need to sign off much of the paperwork/attend review vivas. Surgery BSST Prof Wendy Atkin Mr Long Jiao Mr George Geroulakos Mr Paul Ziprin Dr Eddie Edwards BMM Dr Tim Ebbels Dr Hector Keun APMIC Dr Stefan Trapp Dr Istvan Nagy Cancer Oncology Dr Charlotte Bevan Dr Sarah Blagden Dr Ana Costa-Pereira IRDB Dr Nick Dibb Dr Mark Sullivan Dr Veronique Azuara

7. Student reps • There is a student rep for each section: APMIC: Rosemary Morland BMM: Sabrina Lamour BSST: Sacheen Kumar Cancer: Catriona Munro, Richard Schlegel Please contact your student rep if you wish to comment on any aspect of the Department, so they can raise it through the Postgraduate Education Committee.

8. Imperial College Registry • Departmental Administration often acts as a interface between students/supervisors and the College Registry, ensuring that paperwork is completed correctly. Students and Academic Staff Your first point of contact for financial matters (contracts & bursaries) should be your local administrators. For all other queries you should contact Charlie Greenhill. All forms should be sent to Charlie Greenhill, who will arrange any DPS or Head of Dept signature required. Divisional Admin Departmental Administration Registry

9. Registration • There are different registration processes for IC staff and other applicants. Please note that Honorary contracts do not count. • IC staff • Submit IC/A form, degree certificates and contract to Departmental Administration. • The contract must cover the minimum registration period for the degree (you can register for a DIC as an interim step if the contract only lasts 12 months – you will need to get a subsequent contract extension) • All IC staff are regarded as part-time students. However, those declaring >80% research (the norm) on the IC/A form adhere to FT milestones. • Non-IC staff members • You should apply via the on-line form (PG1) – see http://www3.imperial.ac.uk/pgprospectus/howtoapply • An offer will be made once Registry have processed it and the Department has approved your application. • IC-employed staff and NHS staff employed by an IC-affiliated Trust get a 50% fee discount (the same rules as for IC staff apply regarding FT/PT milestones)

10. Minimum registration periods NB: all College-employed (‘staff students’) and Trust-employed students are technically regarded as part-time students.

11. Further Registration information • Backdating • Registration may not be backdated by more than 3 months or across the 1 December census. Where >2m backdating is requested, a draft research plan must be presented at the time of registration. • English language • All non-staff non-UK classified research students have to do an English language test in addition to having passed a TOEFL or similar test, or have a waiver form approved. PhD students who do not score sufficiently highly will need to take a further test when upgrading. • Part-time registration • Where a student is registered as a ‘true part-time’ student (not IC staff or Trust-employed), an IC/C form must be completed to confirm attendance arrangements. • Partner Research Institutes • Where a student is to undertake research away from IC facilities, a PRI form must be completed and approved.

12. Research plan approval • All research students must have a research plan approved by 2 assessors, one of whom should come from outside the section. • Within 1m of your start date, you should engage with your supervisor to identify the assessors and complete a registration form. • You should then send a copy of your research plan to the assessors with a copy of form 2a/b. • Once they’ve had a chance to provide feedback, you should send a copy of the plan and the completed form 2a/b to Charlie Greenhill.

13. Progress reviews • All students must undertake 2 formal reviews during their studies: • Review 1: by 9 months • 10-page written report summarising work undertaken to date and oral presentation to the assessors (with the supervisor and a PGEC member present) followed by Q&A. • Review 2: 18-24 months • Where possible, the assessors used for the 9-month review will be also appointed for the 2nd review, so that progress can be clearly evaluated. Students should submit a 2-4-page plan of future work to the assessors. An open presentation will then be held (approximately 30 minutes) followed by a closed Q&A session with the assessors.

14. Transferable skills courses • Evidence of attendance at GSLSM transferable skills courses is a compulsory part of completing a PhD and must be completed by the time of the 2nd review. • Minimum requirement: • The Research Skills Development (RSD) residential course plus 1 other course from the GSLSM programme OR 4 courses from the GSLSM "A" list.  • Details are available via the GSLSM website. A bulletin with upcoming courses is circulated every Tuesday. • Courses are not compulsory for MD(Res) students, but they may attend as many as they desire. • There are also courses aimed at post-transfer students.

15. Exam entry & writing up status • 4 months should be allowed between completing this process and the submission of the thesis. • Nomination of examiners form • Reproduction of thesis form • Description of thesis form • Writing-up plan • Approval form from local PGEC representative • When their registration period expires, students can enter writing-up status for up to 6 months to complete their thesis. • A £100 fee is charged in return for a Council Tax exemption certificate and access to libraries, IT etc., but NOT to laboratories.

16. Thesis submission • Electronic theses should be submitted via www.ethesis.co.uk • You also need to submit a thesis abstract and declaration of words form. • Imperial College does not prescribe detailed instructions for the required style etc. Guidance on formatting and binding is available at http://www3.imperial.ac.uk/registry/exams/researchexam/ • Once the thesis has been submitted, the viva organiser can arrange a date (at least a month after submission).

17. 6-monthly reports • You and your supervisor should submit a progress report every Dec/Jan and Jun/Jul to Departmental Administration using the template that will be circulated in advance. • If there are any specific issues that you would like to raise in confidence rather than approaching your supervisor, then submit a confidential form to sora.confidentialreports@imperial.ac.uk

18. Pastoral issues • S&C is introducing a system of personal tutors for 2012-3 and you will be assigned one shortly. You should meet your tutor at least once a year (more often if there are any specific issues) • The interruption of studies (IOS) mechanism should be used where cases of long-term ill-health, caring responsibilities etc. prevent you from working towards your degree. Forms for this should be submitted at the beginning of the interruption rather than on resumption. IOS can only be taken during a period of active registration.

19. Final Reminders • Completing all the course milestones on time is ultimately YOUR responsibility. • Make sure you keep in close contact with your supervisor. • Use the PGR Handbook as a first port of call for information. • If you have a query that you cannot resolve via guidance on the web or S&C documentation, contact Charlie Greenhill. • All forms discussed here must be submitted via Charlie Greenhill so that the Director of Postgraduate Studies’ approval can be obtained. • If you think you’re going to have trouble meeting a deadline, please tell someone sooner rather than later!