Information for research degree supervisors (Supervisor toolkit)
This toolkit has been designed to guide supervisors and directors of study through the research degree process and the associated paperwork.
The Research Degrees Handbook is regularly updated to include the latest regulations and policies.
Planning the project
Use these research degree planners to project the milestone dates for your student
Committee dates
Senate and research related committees dates
For information on paper submission deadlines and paper distribution dates please download Senate and research-related committees key dates.
Admissions
If you are recruiting a student or advising an applicant you will find the admissions advice and applications forms and how to apply for research degree study information useful.
Interview Report Form 1 (IR1) should be completed and submitted to the Senior Research Degrees Administrator (SRDA) once an application has been considered.
References will be requested by the Senior Research Degrees Administrator if the applicant is to be invited to interview. The constitution of an interview panel is described in Section A of the Research Degrees Handbook.
Interview Report Form 2 (IR2) should be completed and submitted to the Senior Research Degrees Administrator following an interview. If the applicant is to be made an offer, the details given on the form will be included in the offer letter.
Enrolment
Once an applicant has accepted an offer, (s)he is invited to enrol. It is important to agree a start date with the applicant. The minimum and maximum registration periods are calculated from the date of enrolment.
Registration as an advanced postgraduate student
Registration as an Advanced Postgraduate Student (APG) should take place four months after enrolment for full time students and eight months after enrolment for part time students.
The APG forms, the research proposal (2500 words) and the timetable of work should be submitted to the Senior Research Degrees Administrator for consideration by the Research Degrees Board. The Director of Studies should ensure that the APG Forms are completed and duly signed. REG 2 - details of supervisory team form should be completed in respect of every member of the supervisory team.
Download Registration as an advanced student registration forms and guidance notes.
Ethical approval
Part of the APG Registration process is gaining ethical approval of the proposed research. The Ethics Code and Procedures is available for researchers and Research Ethics Committee Guidance has been prepared to help researchers to prepare a submission for ethical approval.
Ethics code and procedures and Research ethics committee guidance
Proposals for APG Registration will simultaneously be considered by the Research Ethics Committee. The Research Ethics Committee will wish to see extra documents such as participant information sheets, participant consent forms and draft questionnaires or interview questions where appropriate. These should also be submitted to the Senior Research Degrees Administrator. Where such documents have not been produced ethical approval can be given in principle with the student expected to submit further paperwork at an appropriate time.
Direct registration as a PhD student by means of published works
Students working towards a PhD by Means of Published Works should apply to register as a PhD student three months after initial enrolment.
The application forms, an outline of the proposed research (2500) and a timetable of work should be submitted to the Senior Research Degrees Administrator for consideration by the Research Degrees Board. The Director of Studies should ensure that the Registration as PhD by Means of Published Works Form are completed and duly signed. REG 2 - details of supervisory team form should be completed in respect of every member of the supervisory team.
Transfer of registration
Students' registration should be transferred from APG to a named degree (PhD or MPhil). This should take place one year after APG Registration for a full time student and two years after APG Registration for a part time student.
The discipline-based training requirements for Transfer are contained in Section C of the Research Degrees Handbook. The transfer forms, a case for transfer and an updated timetable of work should be submitted to the Senior Research Degrees Administrator for consideration by the Research Degrees Board. The Director of Studies should ensure that the Transfer Forms are completed and duly signed.
Download Recommendation for transfer of registration and guidance notes
Writing up
Students who have completed the minimum period of registration for a research degree and for whom the main activity is writing up (rather than collecting or analysing new information) may, with the support of their supervisor, apply to transfer to writing up status.
Students who have transferred to writing up status are entitled to a reduction in fees. The Writing Up Request Form should be completed by the Director of Studies or First Supervisor and submitted to the Senior Research Degrees Administrator for consideration by the Research Degrees Board.
Submission
Students should declare their intention to submit at least three months before their planned submission date. The Intention to Submit Form should be completed by the student and submitted to the Senior Research Degrees Administrator. Receipt of this form will trigger the nomination of examiners process.
Nomination of examiners
Upon receipt of an Intention to Submit Form, the Senior Research Degrees Administrator will write to the Dean of School, Research Leader and Director of studies suggesting that the examining team is nominated. The requirements of an examining team are given in Section A of the Research Degrees Handbook.
The Nomination of Examiners Form should be completed and duly signed and submitted to the Senior Research Degrees Administrator for consideration by the Research Degrees Board.
Intercalation (suspension of studies)
Students can suspend their studies for a maximum of twelve months during their period of registration. Student's put their request to intercalate in writing along with evidence of their illness or changed circumstances to the Senior Research Degrees Administrator for consideration at the appropriate RDB and RDC. The student's Director of Studies or supervisor will be asked for written support for the request.
Extension of registration
Students can request an extension to the maximum period of registration of up to six months. The student, director of studies and supervisors should complete the Extension of Registration Form and submit it to the Senior Research Degrees Administrator for consideration by the RDB and RDC.
Changing a supervisory team
Director's of study should complete the Proposal To Change a Supervisory Team Form and submit it to the Senior Research Degrees Administrator for consideration by the RDB and RDC. REG 2 - details of supervisory team form should be submitted for each member of the proposed supervisory team.