Academic Registry

Research Section 

Here is a guide to the forms that Postgraduate Research Students (PGRS) and their supervisors will need to access and are available below.  For Professional Doctorate Students on Stage 2 Part 2 (PD) there are some variations so this is also your guide to the forms.

 If you have any questions please contact the Research Section Team on researchdegrees@port.ac.uk

Registration

To ensure that all PGRS and PD students' initial registration is accepted, the following form needs to be completed.

In addition to the RSR, the main University's Registration Form will be sent out to the relevant Local Research Administrator for arranging completion directly with the student.

As part their local induction arrangements all supervisors should ensure that the following induction checklist is completed with all PGRS students.

 For details regarding the University Registration process please see the Research Intranet Resources for futher information.

If you have any questions regarding any of the forms or requirements please contact one of the Research Section Team or email them on researchdegrees@port.ac.uk

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Student Administration

During the PGRS & PD registration period any changes from the initial approved details given on the RSR will need to be formally approved by the FRDC. These forms below will assist in managing these changes.

For supervisor changes please use a UPR3.

For changes to the PGRS and PD status, such as interruptions/suspensions, withdrawal or change to the mode (e.g. full-time to part-time) please use a UPR4. 

Please note that for International Students, changes to the mode or status may have visa implications or an extension may be required.  Please speak to one of the International Student Advisors based in the International Office in Nuffield for further advice.

If the PGRS and PD require an extension period beyond the standard time frames an application will need to be completed, please use a UPR12.

If, on the judgement of the supervisory team, a student is making unsatisfactory progress a formal assessment will need to be made and reported to FRDC.  The FRDC will then decide whether an interim examination is required or not.  For further guidance please contact your Faculty Advisor (Research) or researchdegrees@port.ac.uk

Annual Appraisals

As part of the Academic Regulations for Higher Degrees by Research (including Stage 2 Part 2 of Professional Doctorates) all PGRS students should undertake an annual appraisal. See the full details of the requirements in Section 4.5 Annual Appraisal.

Please see the Research Student Handbook for further guidance and timings on the annual appraisals.

Don't Forget:  You can use SkillsForge to track the Research Training undertaken and print out a copy to be included in your Annual Report Form.

 The Annual Appraisal has a specific deadline which is set based on the student's intake. Details of the deadline are given in both the student and supervisor's handbooks.  Any students who have Appraisals outstanding following the deadline for submission to the Research Section will have Withdrawal of Service (WOS) activated.

If you have any questions regarding any of the forms or requirements please contact one of the Research Section Team or email them on researchdegrees@port.ac.uk

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Major Review

PhD and MD students must submit for Major Review within the first 12 months (for full-time students), or 24 months (for part-time students). MPhil students may apply for a Major Review within the same time frames as above and will need to discuss this with their First Supervisor prior to submission. PD students are not required to undertake a Major Review.

For full details of these requirements please see the Academic Regulations for Higher Degrees by Research (including Stage 2 Part 2 of Professional Doctorates) Section 6 Major Review for MPhil, PhD and MD Students.

If you are a PGRS student and would like further guidance and the procedures that you are required to follow, please see Section 7 of the Research Student Handbook.

If you are a First Supervisor you can find further guidance and the procedures that you are required to follow in Section 8 of the Handbook for Postgraduate Research Degree Supervisors and Appendix 1 of the UPR10

After the Major Review Panel has met with the PGRS student to discuss the Major Review, the UPR13 Form is completed by the Panel Chair.

Dont Forget:  You can use SkiilsForge to track the Research Training undertaken and print out a copy to be included in your Major Review.

  The Major Review also has a deadline which is set based on the student's intake date and mode of study, details of the deadline are given in the both the student and supervisor's handbooks.  Any students who have not submitted their Major Review to the Research Sectionby the deadline will have Withdrawal of Service (WOS) activated.

If you have any questions regarding any of the forms or requirements please contact one of the Research Section Team or email them on researchdegrees@port.ac.uk

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Examination

For details and regulations for appointing Examiners please see the Supervisor's Handbook and the Academic Regulations for Higher Degrees by Research (including Stage 2 Part 2 of Professional Doctorates).

First Supervisor to propose the External and Internal Examiners (as required), 6 months before the candidate is due to submit their thesis for examination, please use a UPR5 Form

First Supervisor to confirm arrangements have been made for a viva voce Examination please use a UPR5(A) Form.

Along with the submission of each thesis PGRS and PD students must complete and submit the UPR16 Ethics Form

The Preliminary Report (UPR7A) needs to be completed by the External and Internal Examiners needs to be completed prior to proceeding to the viva voce.

If a PGRS or PD student is referred before the viva voce examination the Internal and External Examiners are to use the UP7(A) Referral Form to confirm their recommendation on the referral thesis.  This form will be sent out to the Examiners when relevant.

Following the viva voce the Examiners will be required to complete the UP7B form in order to confirm their recommendation and comments.

If, following the initial viva voce, the Examiners were unable to confirm their recommendation for award and a resubmission is required, the UP7(B) Re-examination form is then completed by the Examiners following the viva voce.  This form will be sent out to the Examiners when relevant.

If following the viva voce, the Examiners recommended Minor Amendments or re-submission without a second viva voce the Examiners will be asked to complete the UP7C form to confirm their recommendation and comments after the re-submission.

When a thesis is to be confidential the UPR15 form needs to be completed.

Along with the submission of each final bound thesis PGRS and PD students must complete and submit the EThOS Deposit form.

PLEASE NOTE: For student hoping to attend Graduation 2013, final bound thesis must be submitted to the Research Section, Academic Registry by 31 May 2013.  For any final bound thesis submitted after this date the Award confirmation and parchments will be confirmed and produced as soon as possible and the student will be eligible to attend Graduation in 2014.  

Interim Examination

If the Supervisory Team judge a PGRS not to be making satisfactory progress at any point during the students registration, a formal assessment can be requested by the First Supervisor via Section 1 of the UPR17 below. 

It is advised that the First Supversior liases with the FRD Co-ordinator and the Research Section during this process.

If you have any questions regarding any of the forms or requirements please contact one of the Research Section Team or email them on researchdegrees@port.ac.uk

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