Table of contents Enrollment at UCO and Swansea Candidate Agreement Definitions of Full-Time and Part-Time Study Rules on Time Extensions and Suspensions Acceptance into Candidature Tuition and Financial Aid Fall/Spring Seminars and Symposia at UCO Comments, Compliments and Complaints Stage 1 of PhD Research Degree: Probationary Period Meetings with UCO and Swansea Advisors Two-Week Orientation and Enrollment Trip to Swansea University Before You Go Packing for the Trip Spending Money Phone Calls Cultural Education Transportation General Information about Swansea Campus Useful Telephone Numbers Campus CafĂŠs Emergency Information General Safety Regulations Campus Maps Research/Meetings Advisors Libraries and Study Areas Skills Development Courses MyUni Page Email Blackboard iFind Intranet Sightseeing/Entertainment Progression Board Meeting Record of Meetings with Advisors Proposed Table of Contents and Timeline Literature Review Draft of One Thesis Chapter Progression Board Recommendations Stage 2 of PhD Research: Progression Period Meetings with Advisors Continued Research and Development i
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Writing Drafts Professional Organizations/Journals Attending Conferences Considering the External Examiner Progression Stage Formal Report Stage 3 of PhD Research: Completion Meetings with Advisors Guidelines for the Thesis Notice of Intention to Submit Submission of the Thesis for the Viva Voce Preparing for the Viva Voce Examining Board Particular Roles of the Examining Board Top 40 Potential Viva Questions The Viva Voce Your Arrival During the Viva After the Viva Outcomes for Degrees of PhD Revising Your Thesis Permanent Hard-Back Binding of the Thesis Informing the Progression and Awards Board Graduation Information Booking Your Place Ordering Guest Tickets Ordering Your Academic Dress College Receptions Directions to the Great Hall at Swansea Bay Campus Graduation Day Appendix Student Travel Letter Confirmation of Candidature Form Sample of Advisor Meetings Records Sample Timeline for Completion Progress Report Form Notice of Intention to Submit Form Research Submission Pack
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Dear PhD Student: Congratulations on being accepted to Swansea University as a candidate for the PhD degree. Swansea University has been listed among the top 400 universities in the world in the 2014 World University Ranking. For an overview of the university, watch this short video. This handbook is designed to help answer questions you may have as you work toward your research-based degree and will cover topics such as financial aid, enrollment, the various stages of progress, and graduation information.
Enrollment at UCO and Swansea Now that you have been accepted at Swansea, you next apply for admission to UCO’s Jackson College of Graduate Studies. Once admitted there, JCGS will enroll you as a non-degree seeking, postmaster’s student. As a full-time student, you will enroll in six UCO hours each semester. Part-time students will enroll in three UCO hours. You will also enroll at Swansea University as either a full-time or a part-time PhD candidate. When enrolling at Swansea, you should bring your official (stamped) paper transcripts with you. The UCO Graduate Office will assist you in enrolling at UCO and preparing to enroll at Swansea, which you will do during your two-week trip to Swansea.
Candidate agreement Upon enrollment, you will be expected to sign a Candidate Agreement, which will clarify the following: 1) the nature of the Swansea@UCO program; 2) the responsibilities and obligations of the two universities and the candidate; and 3) the outline of the degree program, bespoke for each candidate. It will be signed as well by representatives of both Swansea and UCO.
Definitions of full-time study and part-time study You should carefully consider the rigors of full- and part-time study. Swansea’s online Guide to Research Degree Candidature advises the following: Research students study over the full calendar year. Full-time students are entitled to take up to four weeks’ holiday per annum, plus Public Holidays and the Christmas closure period.
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Full-time students will spend a minimum of 35 hours a week on research and study during the period of supervised study for the degree. Part-time students are expected to spend approximately 15 hours a week on research and study during the period of supervised study for the degree. For the Swansea@UCO program, full-time and part-time students do not need to be resident in the United Kingdom during the period of supervised study for the degree; however, they should ensure that there is regular contact with both their UCO supervisor and their Swansea supervisor(s). Mode of Study Full-time Part-time
Minimum Candidature 3 years 6 years
Maximum Submission 4 years 7 years
The maximum submission period for all degrees, irrespective of mode of study, is one year more than the minimum candidature period. Each research degree program has a normal period of supervised study – the minimum candidature period – at the end of which a student is expected to “write up” the thesis and then submit. There is also a maximum submission date after which you will not be permitted to submit a thesis.
Rules on Time Extensions and Suspensions The University has a commitment to providing a high quality research environment and implements quality assurance procedures targeted at monitoring your progression. The expectation is that the overwhelming majority of candidates will submit their thesis or dissertation within the time limit set down by regulation. Your time limit may be extended in exceptional cases only. Requests for an extension to candidature typically may be made on one or more of the following grounds: 1) Health or Medical; 2) Compassionate (including serious domestic difficulties); 3) Inordinate Professional Commitments (which occurred during the minimum candidature period); or 4) Technical difficulties (limited to technical difficulties beyond the student’s control). The following documentation must accompany all requests: 1) A clear statement from the supervisors, countersigned by the Head of College/School, providing an evaluation of your progress to date, and the situation as a result of the circumstance; 2) A work plan detailing how you will be ready for submission by the end of the requested extension period; and 3) Independent evidence supporting the need for an extension (e.g. letter from doctor/counselor). The documentation should indicate how the grounds cited have adversely affected your work and progress. General statements that do not link the grounds cited to your ability to work and progress would not be considered as acceptable evidence. If at any time you suspend your study, you will no longer have the right to access to University facilities (Library, Computer Network, workspace provided by the College/School) and will no longer receive formal supervision from your supervisory team. A suspension of study effectively places a "stop" on your research. The following grounds for suspension are typically recognized 2
by the University: 1) Health or Medical (including periods of illness exceeding 12 weeks); 2) Maternity leave (9 months in the first instance, but can be up to 12 months); 3) Jury service or compulsory military service; 4) Compassionate (including serious domestic difficulties); 5) Technical difficulties (limited to technical difficulties beyond the student’s control); 6) Financial (only for self-funded students, but must consider transfer to part-time study first). All applications for suspension must be supported by appropriate independent evidence that should be attached to the suspension form. Incomplete applications will not be considered and the form will be returned to the College/School. For more in-depth explanation, see Swansea's Rules for Extensions and Suspensions.
Acceptance into Candidature After enrollment, your first significant milestone is the completion of the Confirmation of Candidature Form. The College/School is required to confirm your candidature to the Progression and Awards Board and Swansea University within three months of your initial enrollment. In doing so, the College/School is confirming that you have fulfilled the specified administrative requirements and are academically prepared, considered to be of the appropriate academic standard and possess the capability to undertake the agreed research project. You will complete a brief project description listing any potential ethical issues related to your research and any training or developmental courses that you will need to undertake. (See sample of the Confirmation of Candidature form). A report of all non-confirmed candidatures will be made to the Progression and Awards Board three months after enrollment. If the College/School cannot confirm your candidature after three months, the Progression and Awards Board will require you either to suspend or to withdraw from the program. However, in very exceptional circumstances, you may submit an application to extend your Confirmation of Candidature by three months to the Progression and Awards Board for consideration. After confirmation of candidature has been completed, you will not be permitted to change significantly your topic of research since such a change would invalidate your confirmation of candidature. If you wish to change significantly your topic of research, you will be required to withdraw from the current degree and re-apply for the new topic of research. For more information, see Confirmation of Candidature.
TUITION AND FINANCIAL AID Once enrolled at UCO, and before the orientation trip to Swansea University, you will pay tuition and fees to UCO. If you receive a Sallie Mae loan or other certain financial aid, however, the check goes directly to Swansea. Swansea endorses the check and sends it to you to pay tuition at UCO. The amount of tuition may vary annually. For the current tuition rates, you should read the Swansea Student Manual, which is available on the Swansea@UCO PhD 3
Program link. This tuition covers your enrollment in both institutions and includes tuition and round-trip transportation (Oklahoma City to Swansea) and housing near Swansea for two trips, the orientation trip at the beginning of your PhD work and a trip for your viva voce (which means “live voice” and is the oral defense of your thesis) at the end of the program. Note: You will pay tuition for three years as a full-time student or six years as a part-time student; however, as stated above, you will have an extra year to complete your dissertation and will not normally pay additional tuition if your work continues into that additional year. Scholarship Opportunities: The Swansea@UCO program provides automatic financial assistance in that it sets its tuition rates lower than rates for other international students. Swansea’s colleges grant students different amounts of research funds. For example, Swansea’s College of Arts and Humanities guarantees its doctoral students £600 in research support funding. Other colleges grant more. You may also want to the check out the following sites for additional scholarship funding. 1. Fulbright Awards: The Fulbright Awards Program is the only organization that offers scholarships for academic work in any subject, at any accredited UK university. 2. The American Association of University Women provides fellowships for women pursuing full-time study to complete dissertations, conducting postdoctoral research full time, or preparing research for publication for eight consecutive weeks. 3. Swansea University Site: Postgraduate [i.e., Graduate Student] Scholarships 4. Swansea University Site: The National Welsh-American Foundation Scholarship (award limit: $5,000) and Lloyd Family Travel Scholarship (award limit: $1,000). 5. The National Welsh American Foundation is a non-profit organization established in 1980 in the United States and Wales to support and co-ordinate Welsh-American Cultural and educational activities. The Foundation is dedicated to awarding scholarships and fellowships to students of Welsh educational institutions to attend education institutions in North America and vice versa. 6. The Welsh North American Association lists addresses and links to Welsh societies across Canada and the US. Some of these societies offer scholarships. 7. The Welsh Home, a not-for-profit organization, offers scholarships to people with Welsh descent. 8. School Soup also provides information on scholarships available to people with Welsh ancestry. 4
9. Tribal educational grants. Many of these grants cover doctoral work. 10. U.S. Department of Defense Veterans Benefits specifically lists the Swansea@UCO PhD as an eligible program, and U.S. Veterans may use their educational benefits to pay their tuition costs. After clicking in the link above, enter Swansea University under Institution Name and at the same time under “Select Country,” choose, “United Kingdom.” Click “Submit.” A list of universities will appear. Find “Swansea University” on this list and click on it. At the bottom of this page are the names of the Swansea officials, Angela Jones and Janet Gosling, who can help U.S. Veterans. Click on “Programs” at the top of this same page. Then, click on “Institution of Higher Learning,” and finally scroll to the bottom of the list where you will see: “Swansea @ UCO, PHD” as eligible to receive funds. Student Loan Information: Sallie Mae Loans are available to Swansea@UCO students. With this loan, you can defer payments until after school or pay as much as you want while in school; get competitive variable interest rates from 3.17% APR to 9.37% APR (competitive fixed interest rates also available); pay no origination fees; prepay your loan at any time with no penalty; and/or borrow up to 100% of your school-certified cost of attendance. UCO’s Jackson College of Graduate Studies does not claim tax expertise, but because you are eligible for Sallie Mae loans, it would appear that you may be eligible for U.S. Tax Benefits. Depending on your earnings and other tax-related characteristics, such benefits may fall under the Lifetime Learning Credit. If you have concerns over the tax reduction eligibility, you should contact a qualified tax accountant.
Swansea@UCO Seminars and symposiums Twice each year, Swansea@UCO holds meetings for all PhD students and their advisors to share and present ideas. The meetings are usually held in the evenings for approximately two to three hours. You will receive emails from the UCO Jackson College of Graduate Studies about specific times and locations of these events.
Swansea@UCO seminar In the November meeting, students are asked to discuss their research with the group. Students will also be given time to ask questions about the program and offer suggestions for improvements. This question and answer time is informal and is a good time to meet others in 5
the Swansea@UCO program and hear more about others research. In addition, students and advisors often have helpful tips or suggestions about your research.
Swansea@UCO Symposium In April, Swansea@UCO will host a friendly pre-conferencing symposium. Depending on the stage of your research, you will be asked to make a semi-formal presentation of your work. Students and advisors will have an opportunity to ask questions and offer suggestions. As a first-year student, you will be asked to present an overview of your thesis topic, equivalent to the literature review that you will need to complete for the first-year review. Essentially, you will want to describe the work already done in the field, and tell us how you think your work will fit into and advance that previous work. These presentations should be no longer than ten minutes. More advanced students will be asked to present a 15-20-minute paper on a single part of their thesis (perhaps a chapter or a sub-area finding). Advanced students should prepare this paper as if they were presenting it at an academic conference. Students who are in their final year close to submission and the viva voice will want to present a 15-20-minute presentation of their thesis. Your advisors can provide information on the style and form used in their disciplines. Students should avoid presenting narratives of their research pathways. Present on an academic topic, not on your journey to find information on that topic.
Comments, compliments and complaints Swansea University and UCO are keen to learn from your views. Your observations on your experiences will be used to review and, where relevant, to enhance and improve the program. Both universities are committed to provide an excellent and rewarding learning experience. Therefore, please ensure that your observations are made known to those responsible for managing the program. For a list of current program managers, see the Swansea Student Manual, which is available on the Swansea@UCO PhD Program link. You should also provide regular feedback to your advisors. We are interested to know what works well but also to learn about how we can improve the learning experience. In the unlikely event that you have a complaint, you are advised to contact the UCO Jackson College of Graduate Studies office manager. He/she will be able to determine whether the issue relates to the Swansea@UCO program generally (eg. the enrollment process or admissions), UCO services or Swansea University matters. The intention will be to resolve the issue informally as quickly as possible to the satisfaction of all concerned. However, if the issue cannot be resolved informally, you will then be directed to the appropriate complaints procedures whether that be through UCO Jackson College of Graduate Studies or Swansea University Complaints Procedures. 6
Stage 1 of PhD research degree: Probationary During the probationary period (typically one year as a full-time student or two years as parttime), you will be expected to demonstrate the ability to proceed with further research and will be expected to meet the criteria set by your specific College/School at Swansea University. Your Swansea advisor within your College/School will measure your performance during the probationary period. Different Colleges/Schools may have specific procedures and criteria for reaching these decisions, but these will be made clear to you via the College/School handbook or other written information. The following general criteria are used for all students when assessing whether you have successfully completed the probationary initial period: • • • • • •
You show a good knowledge and understanding of your subject and associated methods and techniques; You have carried out a comprehensive literature review; You have demonstrated potential to make an original contribution to your field of study; You can present and communicate your work orally, and in writing, in a successful manner; You have satisfactorily completed the training modules or courses which were identified at the start of your studies; You can evidence competency, both written and spoken, in the language of submission (English or Welsh).
You should be sure to check with your individual college and your Swansea advisors to be sure you clearly understand the guidelines for your college. For more information on the research requirements within your college/school, see Swansea University Research Colleges/Schools.
Meetings with UCO and Swansea Advisory team You will be assigned at least three academic staff to support you during your candidature period. At Swansea, these are referred to as “supervisors,” but the term “advisors” might be more easily recognized by American students. Therefore, the term “advisor” is used through this guide. You will be assigned two advisors at Swansea, namely your “primary advisor,” who will be your main contact and the person responsible for supporting you through to successful completion, and a secondary advisor. The latter will assist the primary advisor and will be available to support you throughout your candidature period. See Swansea's Guide to Research Supervision for an outline of the responsibilities of the primary and secondary advisor. 7
In addition, you will have an advisor at UCO, and the UCO advisor will be your first port-of-call for advice and support. Prior to the two-week induction trip to Swansea University, you and your advisors will want to arrange a video orientation meeting to introduce each other and set up a meeting schedule and a plan of study. At a minimum, students are advised to meet with their UCO advisor twice a month in person and with Swansea advisor(s) once a month online. Their contact details will be included in your Candidate Agreement. You will need to keep a record of these meetings for the Progression and Awards Board at the end of your probationary year. (See Sample of Meetings/Plan of Study). Please remember that your advisors are there for you in a support capacity as well as an academic advisory capacity.
Two-Week Orientation at Swansea University In early-to-mid October, the first month of Swansea University Fall term, both you and your UCO advisor will travel to Swansea. Swansea University will arrange your flight, train and lodging and give you directions to the university. When you leave OKC airport, plan to spend one day in travel before arriving in Swansea. Also, remember the time difference; the UK is six hour ahead of Oklahoma. Once you arrive, you will officially enroll as a Swansea University student and receive your Swansea student ID card. You should also go through the Swansea graduate student orientation which covers information on the university, PhD expectations in the UK, research sources available at and through Swansea, and other matters related to the PhD work. Most importantly, you and your UCO advisor will get to know your Swansea advisor and establish a plan of work for the next three or more years. Before You Go You will need a current passport. If you have never gotten a passport before, allow 4-6 weeks processing time. For more information, see How to Apply for a Passport. Once your passport arrives, it’s a good idea to make a photocopy to keep in your suitcase so that you have an extra copy handy in case you lose your passport while traveling. Because you will only be studying for short intervals in the UK, you will not need a student visa. However, you will need a student travel letter. (See Sample of the Student Travel Letter). Packing for the Trip While you may be tempted to pack several large suitcases for a two-week stay, remember that you will have to carry your baggage from the airport terminal to the train station and then to a taxi before you reach your final destination. You also may feel that the weather in the Fall or Winter will be colder than you’re used to in Oklahoma. Remember that Swansea is a coastal 8
town and generally has temperate weather, even though at times it can be quite chilly when it becomes windy and rainy. To keep your baggage to a minimum, consider packing neutral colors that you can mix and match and that you can layer for warmth. Pack a waterproof jacket. Below are the average high/low temperatures for the year: Month
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
High °C
7
6
9
11
14
17
19
19
17
14
10
8
High °F
45
43
48
52
57
63
66
66
63
57
50
46
Low °C
4
3
5
6
9
11
14
14
12
10
7
6
Low °F
39
37
41
43
48
52
57
57
54
50
45
43
Other items to consider are the general school items such as a laptop or iPad, notepad, and pens. If you are going to bring a computer device, you may want to opt for taking only one in order to pack as light as possible. You will also need to have UK adaptors in order to use American electrical devices. Another tip for packing light is to only bring carry-on size toiletries. The Swansea area has many markets where you can buy larger sizes once you arrive. Spending Money You will need to bring extra money for several meals, transportation to and from campus and any souvenirs you want to buy. Remember that the monetary unit in the UK is the pound. For the current exchange rate, see Conversion Rate from US Dollar to UK Pound. Some students in the past have obtained a few pounds from their bank in order to have some spending cash upon arrival in the airport. However, as long as you have a debit or credit card, funds are easy to obtain at ATM. Be sure to call your bank and credit card company before you leave to tell them where you’ll be and how long you’ll be in Swansea so that they don’t put a block on your account when you try to access it so far from home. You might also consider exchanging money at the airport (either in America or at London’s Heathrow) as exchange stands are easy to find. While you’re getting British money, previous students have suggested making sure you get smaller bills and coins so that you have the correct change for cabs and bus fare. 9
Phone Calls If you are going to bring your cell phone with you, call your cell phone provider and let them know your plans. Most companies have an international plan that you can sign up for during the time you are in Swansea. However, be advised that rates can be much higher, so be sure you understand how and when to use your cellular service. Also, be advised that roaming charges can become quite expensive. Calling from your U.S. cell phone to a UK number can be tricky. Their numbering system is different from ours. For example, if you want to call the main number to Swansea University, and you are calling from a local phone, you would dial 44 01792 205678. However, if you would like to call from your cell phone to the university, you would need to dial 011 44 1792 205678. In addition to the main line to Swansea University, you might also want to collect the phone numbers of your fellow PhD students who will be traveling with you as well as your UCO and Swansea advisors. Cultural Education
Before you travel to Swansea, you should acquaint yourself with Language Differences between the UK and the US. For example, if you order chips with your sandwich, you might be surprised when your order comes with French Fries instead! There are also Cultural Differences between the UK and the US. For example, while we may think it’s perfectly fine to hug our guests the first time we meet, the British are usually much more reserved and may find it uncomfortable if you greet them with a hearty Oklahoma hug.
You should also understand that you are studying in Wales, which is NOT England, but a separate country in the UK. Wales has its own distinct language, culture and history. Calling someone English who is, in fact, Welsh, would be like someone assuming you are Canadian! While it will be unlikely that you will encounter anyone in Swansea who doesn’t speak English, be aware that the Welsh have their own language and you will see both languages on everything. Croeso Cymru! For a brief overview on Wales, see Background on Wales.
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Transportation Air/Train Travel: You will most likely travel from OKC airport to Heathrow in London. Find more information on flights, arrival times, shops and restaurants at the Heathrow Airport. Once you arrive, you will need to catch the train to Swansea. First, from your terminal, catch the Heathrow Express Shuttle to the Heathrow Express. You will then take the Heathrow Express to Paddington Station. See map below:
You will then take the train to Swansea from Paddington Station. Trains leave once every hour via the First Great Western line. The map above shows the route. Please note: Some Swansea travelers have flown to Cardiff, Wales and then on to Swansea by car or bus. The Swansea co-director who arranges your travel will assist you if this is your route. 11
Cabs: Once you arrive at the train station, you will still need to travel to your lodging in Swansea. One option is to rent a cab. Cab fare will depend on how far you are from your lodgings, but a typical cab fare ranges from £10 to £15 for a five-mile trip or £20 to £25 for ten miles. If you are traveling with other students and your advisors, splitting this cost makes the fare quite reasonable. For more information on taxi hires in Swansea, see Swansea Cab Service. Car Rentals: Traveling by cab on a regular basis, however, can become quite pricy. You can also rent a car while you are staying in Swansea if you’re feeling adventurous, but drivers should be aware that in the UK, the traffic flows in the left-hand land, not the right. It takes some getting used to traveling through the roundabouts. In addition, lanes, especially in the country can be quite tight, and some roads are only one lane wide. Be aware that parking on campus may be challenging, as spaces are limited. Most parking places on campus as well as off campus parking require prepayment or decal. For more information on driving in the UK, see Tips on Driving in the UK. Bus Transportation: A good option to travel while at Swansea. Swansea and the surrounding areas are well supported by an excellent bus service, and you should have no problem getting from your lodging to campus or to the city centre. When you get on the bus, tell the driver you’d like to buy either a day pass or a week pass. Day passes cost around £5.50 and week passes are £17.50. For bus stop locations in Swansea, see the bus map. For more information on Swansea buses, visit Swansea Bus Service.
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Swansea Area Maps: The maps below show you the route from the Swansea Train Station to either the Swansea University campus (main campus) or the Swansea Bay Campus. The maps show you how long it will take by car or by bus.
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General Information about Swansea Campus Useful Contact Telephone Numbers SU Main 24-hour switch board 01792 205678 Emergency (Off Campus) 999 Emergency (On Campus Phone) 333 Security Desk 01792 294271 Safety Office Numbers 01792 295150 01792 295152 Vicky Jones (Swansea@Oklahoma 01792 602064 Administrator)
Meals on Campus You should be given a meal card to use on campus during your stay. There are many options to choose from on the main Swansea campus (Singleton Abbey). • Fusion Café offers traditional cuisine from across the globe (include traditional English dishes). It is located on level 1 of the Fulton House (see campus map below). Open Monday – Friday 7:30 a.m. to 7 p.m. • Taliesin Café has homemade soups, salads, pizzas, wraps, coffees and homemade cakes. It is located on level 1 of the Taliesin Theatre. Open Monday – Friday 10 a.m. to 6 p.m. and Saturday 11 a.m. to 3 p.m. • Callaghan’s Café offers all your favorite Starbucks as well as sandwiches, paninis and desserts. It is located in the basement of the James Callaghan building (see campus map below). Open Monday – Friday 8:30 a.m. to 4 p.m. • Blas Coffeehouse is located on the ground floor of Fulton House, next to Costcutter Supermarket (see campus map). Open Monday – Friday 9 a.m. to 5 p.m. • Café Glas offers Starbucks, teas, smoothies and juices, baked potatoes, salads and wraps. It is located on level 1 of the ILS Building (see campus map). Open Monday – Friday 8 a.m. to 5 p.m. • Hoffi Coffi offers all your favorite Costa coffee favorites. It is located in the lobby of the main library facility. Open Monday – Friday 9 a.m. to 6 p.m. and Sunday noon to 4 p.m. • On the Swansea Bay Campus, you might like to try Coffeeopolis, which serves all of your Starbucks favorites or a freshly prepared Panini. It is located in the courtyard of Engineering Central towards the eastern edge of the campus. Open Monday to Friday 8 a.m. to 5.30 p.m. If your lodging provides breakfast, you will want to try a full Welsh breakfast at least once while you’re there. It’s quite hearty and consists of eggs, bacon, sausage, beans, tomato, black pudding and toast. Don’t forget to try Welsh teacakes or laver bread! You will need to plan to bring money for meals when you’re off campus. If you’re going to a restaurant, you should plan to spend anywhere from £10 to £15 at a midpriced restaurant. If your lodging has a kitchen, you can also buy a few groceries if you like to cook. There is a Costcutter Supermarket inside the Fulton House on Swansea’s main campus. 14
Emergency Information While we certainly hope that you have no need for emergency services while at Swansea University, the following provides a general guideline for what to do if you are involved in an emergency: IF YOU DISCOVER A FIRE, operate the nearest fire alarm or if no alarm is provided shout ‘FIRE.’ IF YOU HEAR THE FIRE ALARM, leave the building by the nearest available escape route and go to your assembly area – LIFTS MUST NOT BE USED IN THE EVENT OF A FIRE. EMERGENCY SERVICES, in the event of a FIRE or other SERIOUS ACCIDENT OR INCIDENT require the attendance of the ‘fire brigade’ or ‘ambulance services’: • •
•
Using any internal University phone, dial the emergency number 333 or Using a mobile phone, 999 connects you to emergency services much like our 911; however, the University is not alerted, so the University advises that if it is necessary to use a mobile phone, you should contact the University at 01792 294271 as soon as possible to report the incident. State your name, location & telephone number.
FOLLOWING THE GREEN RUNNING MAN SIGN will show you the nearest exit. IF YOU HAVE MOBILITY ISSUES, make your way to the nearest protected staircase and where possible make your situation known. General Safety Regulations No Smoking: Smoking is not permitted in any University building, at building entrances, along the Mall or within 5 meters of any building. (The Mall begins at the west end of the Faraday Building and ends at the Abbey). Pedestrian & Road Safety: This is a busy campus with few roads; caution is required when walking around campus; please use the pavements and zebra crossings. When driving on campus the speed limit is 15 mph. Please take extra care of pedestrians and other road users (including cyclists). Car Parking: Visitors attending meetings on campus should use the pay and display car park.
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Campus Maps (top: Singleton Abbey Campus; bottom: Swansea Bay Campus)
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Research and Meetings at Swansea University Face-to-Face Meetings with Advisors So, once you’ve arrived at the university, what should you expect to accomplish while you are there? Hopefully, you have already met your Swansea advisor(s) via a video orientation at UCO so that you’ve made general introductions and outlined a tentative meeting schedule. You will also want to plan several face-to-face meeting times with your Swansea advisor(s) and your UCO advisor so that you can discuss your proposal in further detail. You may begin a rough outline of your thesis chapters. Your advisors may also collectively plan a reading and research schedule for you as your first year of study will concentrate heavily on reading secondary sources and planning primary research of your subject. Swansea Libraries and Research Study Areas You will probably want to familiarize yourself with the various campus libraries (depending on your area of study). Your advisors may direct you to resources and materials that you will want to read while on campus. As a Swansea@UCO student, you will have access to not only the UCO library and all of its database resources but also to Swansea databases, which you can access remotely via your student ID and password. You should thoroughly familiarize yourself with how to access this online information. Swansea librarians will gladly help you with this process. For specific postgraduate training sessions that will be most helpful to you while at Swansea University, see Training for Postgraduates. Note that if there is not a specific Skills Development Course on library usage available during your stay, you can schedule a one-onone training session. Most helpful to you in the early stages of research is a program called EndNote. EndNote lets you store, manage and search for references in your own database. References from your database can be inserted into a Word document and the bibliography automatically compiled by EndNote. References from on-line databases like Web of Science can be copied into EndNote without retyping. You can also find other general information at Swansea Libraries regarding the various libraries at Swansea University. If you’re looking for quiet places to study and do computer research, you have access to a computer quiet area on the second floor of the Singleton Park library. Also, you can access computers, internet and printers at the Postgraduate Research Students Suite in Talbot. To gain access to the suite, take your student ID card and go to the College Office on the ground floor of the Keir Hardie. To see the location of Talbot and Keir Hardie, see the campus map on page 14 of this guide. 17
Skills Development Courses The Skills Development Courses are short (1 ½ to 2 hour) workshops that are offered at the university throughout the term. Prior to your trip to Swansea, you are strongly advised to access the list of Skills Development Courses online, and to liaise with your advisors about those courses that might be most relevant for you. Maximize your time at Swansea and develop a timetable for your activities. Please also identify those courses that would be of interest to you during the year and inquire about accessing these courses online or a recorded video of them. Courses available on the skills development program follow the Vitae Researcher Development Framework. The RDF describes the knowledge, skills, behaviors and personal qualities of researchers and encourages them to aspire to excellence through achieving higher levels of development. The RDF is organized into four key domains: A) Knowledge and Intellectual abilities; B) Personal Effectiveness; C) Research Governance and Organization; and D) Engagement, Influence and Impact. You will want to preview each domain to see which courses will be helpful to you as a researcher. You will also want to keep track of the courses you attend and list them on your Confirmation of Candidature Form (previously discussed on page 3 of this handbook). For more information, see the Skills Development Courses link for a listing of courses in the four domains. When you find a Skills Development Course you would like to attend, be sure to book your place by contacting skillstraining@swansea.ac.uk. If you see a Skills Development Course that is not available during the specified time you are at Swansea, be sure to check with your advisor or with the Research Development Staff. There are also many online courses available via Blackboard on your MyUni page (see below).
Browsing Your MyUni Page You will also want to familiarize yourself with the online information available. Once you have your student ID and password, log into MyUni. You will want to explore a variety of tabs, most notably your email, Blackboard, iFind, Intranet and Library. It would be helpful to review this online material while at Swansea to make sure that you can problem-solve any issues before returning to UCO. Additionally, remember that you will need your Swansea ID with you for any future visits you make to the university. Email The first tab on the left-hand side of your MyUni page is your email. It is a good idea to get into the habit of checking this periodically just as you do with your UCO email. You may find 18
information on workshops or seminars that is relevant to your research, and even though you may not be on campus for the event, you can contact the sender who is usually happy to provide you with PowerPoint notes of the lecture. Also, if there are any problems with your Swansea enrollment, Swansea University Enrollment will contact you via your Swansea student email. Blackboard Click on the Blackboard tab to your left, and you should see that you are enrolled in a Research Skills module. When you click on it, you will find a variety of resources of interest under 1) Online Courses and Videos; 2) Additional Resources; 3) Live Course Recordings; and 4) Face-to-Face Course Resources. As with your email, you should periodically check your Blackboard page for ongoing information that will be important to you as a researcher. iFind iFind is the location for the libraries’ databases and should be a helpful resource as you continue to conduct primary and secondary research for your literature review. It works similar to the library’s search engine at the UCO Library. In the upper right corner, you will find a signin icon. You will need to sign in to the iFind page even though you already signed in to your MyUni page. If you need further assistance on how to use iFind, you can get one-on-one help with a librarian at any of the Swansea University libraries. You can also email them at library@swansea.ac.uk. Intranet When you click on the Intranet icon, you will also need to sign in to this page (see the upper right side of the page). On the Intranet page, you will find information such as your Profile Summary, Course Details, and Financial Transactions on the left-hand side of the page. You will be enrolled in a Research Modules Course. You will want to check this page periodically to confirm that you are correctly enrolled in your module(s) for each term and that you do not have any financial obligations. Swansea@UCO will enroll you, and you will pay your tuition via the UCO bursar page, but you should check with your Swansea intranet account to make sure that enrollment and tuition have gone through correctly. You will also see a Links to Services tab which will show your Research Faculty Progress Reports. 19
Time for Sightseeing and Entertainment You don’t want to spend all of your time at Swansea in meetings and at the library! Take some time to explore the city and the surrounding areas. There’s a lot to see and do while you’re there. Directly across the Singleton Abbey Campus is Swansea Bay and miles of paved walking paths. Other highlights include the National Waterfront Museum, Dylan Thomas Centre, Swansea Museum, Oystermouth Castle, Taliesin Art Centre and Mumbles Pier. Pictured right is a view from Worm’s Head at the tip of the Gower Peninsula. For more information, see Visit Swansea. You’ll also want to check out some of the eating establishments around Swansea. You won’t get fresher seafood anywhere, but Swansea also has a wide variety of international cuisine. For forty of the best, see Best Places to Eat in Swansea. If you are interested in attending a church service while at Swansea University, see Swansea Churches for several area churches you can visit.
Preparation for Meeting with Progression Board At the end of your probationary period (usually one year for full-time or two years for parttime), you will meet with a College/School Progression Board, which will evaluate whether or not you have satisfactorily completed the necessary research and writing to move past your probationary period. Before your meeting, you need to make sure that you have completed the following (check with your advisor for any variance for your specific college program): Record of Advisors’ Meetings, Training Courses and Conferences As previously discussed, you will want to keep detailed records of your meetings with each of your advisors and outline what you discussed and what your plans are for progression. This may include updating the thesis outline, suggested readings for the literature review or possible trainings and conferences that may be relevant for you to attend. (See Sample of Advisors’ Meetings). Proposed Table of Contents and Timeline for Completion of Thesis Your advisors will also likely ask you to write a proposed outline for your thesis and a tentative estimate of when you plan to complete chapters. This most likely will change, but it’s good to have so that you and your advisors can monitor your progress. (See Sample Outline and Timeline). 20
Literature Review
One of the most significant parts of your probation period is the completion of a literature review. You will want to read everything you can find on your subject and write a brief summary for each. This will include both secondary and primary sources. Before beginning your literature review, consult your supervisor about the specific referencing and bibliographic requirements for your area of study. Building a thesis begins with surveying the relevant literature in the field of study, and it is important to adopt, at the beginning, a useful method for recording your reading.
If you have not already familiarized yourself with the EndNote software for managing bibliographic references during your time at Swansea University, you may want to contact Swansea University EndNote Support. EndNote online is a web-based package that helps you to store your references and format them in Word. The EndNote Support link provides an introduction, instructions for how to import references from online databases and FAQ. You can also work through the EndNote online workbook to help you to get started using EndNote online. As a research post-grad, you may want to consider buying the software version of EndNote. You have to buy this for off campus use, but it offers more options. Incorrect referencing is often viewed by examiners as a failure to fully meet the necessary standards for a research degree. The internationally-recognized “Harvard System” is the most common system used, but some subjects or disciplines have other conventions of which the student should be aware. Any reference to a web-based source must include the web address (full path) and the date of last access. If the College does not recommend a particular convention, basic guidance on referencing styles is available on the Library and Information Center Website. Check your MyUni page under your Blackboard’s Research Skills Module. Under the Face-toFace Course Resources link, there is a helpful PowerPoint on Writing Your Literature Review and under the Online Courses and Videos link, you can watch three videos on Writing the Literature Review that offer helpful tips and guidelines. 21
The following schematic diagram may also help as you research:
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Rough Draft of Chapter The College/School Progression Board will also want to see a rough draft of one of your thesis’ chapters. This is usually the introduction. Even though your introduction will likely change as you write the other chapters, pre-writing the introduction helps you further develop a plan going forward. Progression Board Recommendations (First-Year Review) Swansea@UCO will set a progression board meeting at the end of year 1 for full-time students or at the end of year 2 for part-time students) at which your progress will be assessed. Year 1 (or years 1 and 2 for part-timers) will be regarded as a “probationary period.” A report on your progress will be prepared based upon the recommendation of your advisors. Typically, the College/School Progression Board will be composed of both Swansea and UCO faculty as well as the program co-directors. You will be advised by UCO of the meeting time and location for the board meeting, which will be on the UCO campus with a video link to Swansea. After a short break, you will be told the results of your progression report. You can either pass with a Satisfactory outcome, which means the College/School Progression Board will reevaluate your progress in one year, or you will pass with a Moderate outcome, which means your advisors have some areas of concern about your research, which requires a reevaluation of your progress in six months. (For a sample of the Progress Report as well as a list of the possible recommendations for progression, see Sample Progress Report). For more information, see Probation Stage Recommendations. Your advisor will also complete a Progress Report each year until you complete your studies. For part-time students, be advised that your advisors will still submit an interior first-year report, but you will be formally reviewed at the end of year 2.
Stage 2 of PhD research degree: Progression Once you have passed your probationary period, you will continue into the progression stage. A diagram of the PhD research process is outlined below:
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Meetings with Advisors During this phase, you will continue to research and meet regularly with your advisors. You should also begin drafting chapters of your thesis. You will want to discuss with your advisors how they would like to work with you on the commentary and feedback they provide. Because you will be getting various opinions and suggestions to consider and review, you may want to continue video conferencing with both Swansea and UCO advisors present at the same time. If you have not already done so, you may want to look on your MyUni page for helpful advice on proceeding with your advisors during this phase. After you log on to your MyUni page, sign in to Blackboard and click on the Research Skills module. Under the online courses and videos, you should find two useful videos on Managing Your Supervisors. The expectation as you proceed toward completion of your PhD is that you will take the lead in the discussions and demonstrate your expertise in your area of study.
Continued Research and Development Even though you did an extensive amount of reading in stage one in order to develop your literature review, you will continue to research and develop strategies on what you need to know in order to begin drafting chapters of the thesis. Refer back to the handout called Identify a Research Area/Topic. Notice that there are three parts. You have likely completed at least the area of establishing your context on what is already known about your area of study. In this stage, you will need to answer, “What still needs to be researched?” and “What is your research question?” You will want to consider what gaps, inconsistencies, controversies and differences in interpretation that you discovered as your researched previous scholars’ works. Remember, part of a successful completion is to be able to answer, “What new contributions can I make to my area of study?” You will also need to define and limit your research plan and prepare the types of primary research you still need to complete. This may include qualitative research, quantitative research or a combination of the two. You also will need to establish your focus by determining what type of theory, methods, interpretations and policies you will plan to follow. Again, your advisors are invaluable in guiding you through this stage of research. They may advise you to take a course on methodology in your area of study if you are weak in this area of research.
Writing Drafts of Your Chapters You should be prepared to complete multiple drafts and revisions before a chapter will be considered complete. Again, the Research Skills Module on your Blackboard page offers numerous resources to guide you as you write. The Online Courses and Videos page offers help on Motivation and the Thesis, Managing Perfectionism, Overcoming Writer’s Block and Time Management for Researchers. The Additional Resources page offers a guide on Writing the Thesis and Stress Management, and under Live Course Recordings, you can watch a lecture series by Hugh Kearns called Turbo Charge Your Writing.
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As you begin drafting chapters, you should continue to consult with your supervisors regarding specific referencing and bibliographic requirements they suggest for theses in your area of study. While you have likely previously had this discussion as you began your literature review, you should be certain you understand the correct way to cite information that is not your own within your thesis chapters. The first requirement for a thesis submitted in candidature for a degree is that it presents the results of your own work. Clearly, this demand does not exclude quotations or the representation of the views or results of other scholars in the field. Indeed, another expectation in any thesis is that you will relate your own work to that of other researchers. However, it is important that in writing the thesis you must clearly and unambiguously distinguish between your thoughts, conclusions and results and those of other scholars. The standard mechanism for ensuring that a plain distinction is made is by means of quotation marks, for direct quotations from the work of other scholars, and references to acknowledge direct and indirect use of the work of other scholars. References must be sufficiently precise to enable the reader to obtain and consider the original work. Paraphrasing without attribution is considered academic misconduct. For more advice, see Swansea University’s policies on Academic Misconduct.
Professional Organizations and Journals Now that you’ve completed your literature review, you should have a good idea about some of the organizations and professional journals that publish scholarly work in your area of specialty. As you are completing drafts of your chapters, you may want to consider submitting them to journals for publication. Even if the chapter is not accepted, you will get valuable feedback from reviewers on areas to consider and ideas for 25
improvement. Additionally, if you subscribe to several key professional organizations, you will not only get a discounted student rate, but you will also receive emails giving you information on upcoming conferences and calls for papers (CFP). On your MyUni page, if you click on Blackboard and then your Research Skills module, you can find several tools to help you with Writing Academic Journal Articles (see picture for sample).
Attending / Presenting at Conferences When you see a conference of interest pertaining to your research, you should consider submitting an abstract of your chapter for consideration. The abstract is usually around 300 words and writing one over a chapter will help prepare you for writing one for your competed thesis, which you will be required to have during the completion phase of your PhD. Attending conferences helps you make good contacts with other researchers in your field. If you are selected to present, either reading your paper or presenting a lecture will help you become more comfortable and gain confidence as you move toward the viva voce (the defense of your thesis) in the final phase of your PhD work. On your MyUni page, if you click on Blackboard and then your Research Skills module, under Online Courses and Videos Presentation Skills, you can find videos, PowerPoints and links on how to make good presentations.
Considering Your External examiner As you join professional organizations and become more aware of professionals in your area of study through your research, you may want to start making a list of those scholars in the UK who have also done similar work. When you come to the completion stage of your PhD, you will have two examiners who will review and discuss your work with you. In the UK, this process is called the viva voce and will be discussed in more detail later in this handbook. Your internal examiner will be a suitably qualified and experienced academic from Swansea University. As a research student, you can request specific external examiners from the UK whom you would like to be considered for your viva voce; however, keep in mind that Swansea University has set guidelines for external examiners. Do keep in mind that according to Swansea’s guide, “an external examiner must not be appointed if there has been substantive academic communication with the candidate in the previous five years.” For more information, see the section External Examiner in Swansea University’s Guide to the Examination of Research Students. 26
Progression Stage Formal Report As you did at the end of your probationary period, your supervisors will complete a formal report on your progress at the end of each year of study. (See Sample Progress Report) You should sign the report making comments on the form in the section provided. The report is then submitted to the Research/Postgraduate Committee of the College/School for consideration. The College/School Research/Postgraduate Committee should either agree the progress recommendation and statement of progression, or make appropriate amendments. The progress recommendation will be reviewed by the Progression and Awards Board, which reaches a formal decision regarding your progress and continuation. In cases where a supervisor has concerns regarding your progress, the supervisor may request that a formal progression report be produced for you and presented to the next available meeting of the Progression and Awards Board. You must be given the opportunity to comment upon the report. It is your responsibility to make your supervisor and the Progression and Awards Board/Academic Regulations and Cases Board aware of extenuating circumstances, which could have an effect on your progress. Academic appeals based on extenuating circumstances, which could have been brought to the attention of the Progression and Awards Board/Academic Regulations and Cases Board prior to the relevant meeting of the Progression and Awards Board/Academic Regulations and Cases Board shall not be considered. You will be able to view the Progression and Awards Board decision, comments and recommendation, once the recommendation has been confirmed. If you are unhappy with the decision reached, and think that there are sufficient grounds, you can appeal against the outcome of this review using the Regulations for Academic Appeals. For more information on progression, see Progression Stage Reports .
Stage 3 of PhD research degree: completion Meeting with Advisors Once you have completed all chapters of your thesis, your advisors will likely guide you toward examining your thesis as a whole as well as evaluate your readiness to present your findings to your examining board during the viva voce. Once you have written your thesis, your supervisors should see the final draft copy for comment. You will then make the final revisions to the thesis before submitting your thesis for the viva voce. Additionally, as a PhD student, you should be able to show the following: • have demonstrated a systematic understanding of a field of study and mastery of the skills and methods of research associated with that field; 27
• • • • •
have demonstrated the ability to conceive, design, implement and adapt a substantial process of research with scholarly integrity; have made a contribution through original research that extends the frontier of knowledge by developing a substantial body of work, some of which would merit national or international refereed publication; are capable of critical analysis, evaluation and synthesis of new and complex ideas; can communicate with your peers, the larger scholarly community and with society in general about your areas of expertise; can be expected to be able to promote, within academic and professional contexts, intellectual, technological, social or cultural advancements.
Guidelines for the Thesis The maximum word limit for a Swansea University PhD is 100,000 for the main text. The word limit does not include appendices (if any), essential footnotes, introductory parts and statements, or the bibliography and index. There are no set minimum word limits for each degree; however, the maximum word limit should be taken as a guide. Ultimately, whether the thesis is too long or too short is a decision for the examiners. The word limit is therefore guidance rather than requirement. Your supervisor may record reservations regarding the length of your thesis on the Notice of Intention to Submit form (see details on this form below). If a thesis is clearly above the indicated word limit, then you should discuss editorial action with your supervisors before submission. Be aware that examiners can decide that an overly long thesis does not meet the degree’s standards, and you will not be awarded the degree without proceeding to the viva stage. You could also be required to resubmit a thesis if there are serious grammatical or spelling errors - use of a spellchecker is very strongly recommended. You may want to look at other UK PhD theses in your area of specialty to see how previous PhD students composed their theses. A good resource to finding other PhD theses from Swansea University in your field of study is the EthOS E-theses Online Service, a division of the British Library. You can search over 400,000 doctoral theses submitted across the UK. You can also find Swansea PhD theses on reserve in the UCO Library at the Reserve Desk. Generally, you’ll want to have the following components as part of your thesis: • Title page; • Summary (Abstract); • Declarations and Statements • Contents page; • Acknowledgements; • List of tables, illustrations, etc; • Definitions or Abbreviations;
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TEXT: Appropriately divided and with chapters and sections continuously paginated. (The layout of the text is an important aspect of thesis design. The division of material can be by Parts, Chapters, Sections, etc. - the supervisor’s advice is essential); • Appendices (Where these are substantial, a separate volume should be considered); • Glossary; • Bibliography For more information on the specifics of each component, see Internal Layout of Thesis. •
You must also adhere to the specific guidelines on the physical appearance of your thesis as follows: • Paper: White, A4-size, with sufficient opacity to prevent any show-through: to achieve this paper with a weight of 70 to 100 gsm should be used. Standard 80 gsm copying paper is acceptable. • Print: The main text must be printed in black ink, and may be printed on both sides of the page. • Font Character or Print Height: Print or character size should not be less than 8 point (2.50mm) but, normally, the text-size would be equivalent to 12 pt. Times New Roman. • Margins: Margins should be 4 cm (1½ inches) wide on the left-hand side and at least 2 cm (¾ inch) on the right-hand side, although 1 inch (2.5cm) on the right-hand side is preferable. • Line Spacing: One-and-a-half line spacing should be used in the main text. However, single spacing should be used in the Summary and in any indented quotations and footnotes. • Page Numbering: Pages in the thesis should be numbered sequentially.
Notice of Intention to Submit Once you have decided that you are ready to present your findings and thesis to your examining board, you and your advisor must complete a Notice of Intention to Submit (NITS) form, which all research students who intend to submit a thesis for examination must complete before your college can arrange a viva voce (see Sample NITS form). Completed forms should be forwarded to the designated member of staff in the College/School not less than THREE MONTHS before the expected submission date of the thesis. Your College/School should then submit the NITS form to Academic Services for processing. After you have completed a NITS form, you will normally no longer be able to apply for an extension of candidature. Your College/School Academic Services should send a NITS form to you after you successfully move into the Continuation phase of candidature (with the formal notification from the Progression and Awards Board). A NITS form will then be sent after each Progression and Awards Board until the student completes the form and submits it. You are required to complete the NITS form no later than 3 months prior to the end of your maximum candidature period, giving a proposed submission date no later than your maximum submission date. For more detailed information, see Notice of Intention to Submit.
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Submission of the Thesis for the Viva voce After completing the Notice of Intention to Submit form, your College/School will issue you a “Submission Pack” (see Sample Submission Pack). The pack consists of a cover letter, checklist for candidates, notes and guidance for candidates, suggested layouts for declarations and statements, the “Notice of Candidature” form, and a thesis summary sheet. All research students are required to bind into the thesis a summary of the thesis and the relevant declarations and statements. When you are ready to submit your thesis, the required statements and declarations should be signed and two copies of the thesis should be bound in accordance with the College’s/School's policy on submission in temporary binding for examination. Temporary binding is usual for examination purposes. Perfect binding is the recommended type of temporary binding. It provides a soft-back book, with the pages secured by glue to a black tape-like spine. You will also need to prepare an electronic copy of the thesis on a CD-ROM/data stick to be submitted directly to Academic Services. Having your thesis bound and printed can be challenging for Swansea@UCO students since you are not on campus. However, there are professional printers who can handle the binding and printing for you in the Swansea area. One printer that has worked well with Swansea@UCO students is F.C. Bookbinder. With their services, you can submit your thesis online, and they will print, bind and deliver it directly to Swansea University for you. Each College/School has a designated member of staff who is responsible for formally accepting submission of theses. You should make sure that the two bound copies of the thesis, the electronic copy, and the CD-ROM/data stick are delivered to the designated member of staff. The following procedures then occur: • Your matriculation status and financial status will be checked. If you are in debt to the University, the examination of the thesis will not take place. • You will be asked to confirm the address to which you require the formal notification to be sent - this will normally be your “Home Address”. • You will be given a receipt for your thesis, and other documents. This receipt will record the date of submission. • Once the Examining Board's appointment has been confirmed by Academic Services, examination of the thesis can commence. Note: examination/viva dates should not be arranged until the Examining Board has been approved. 30
Preparing for the Viva Voce After you have completed the NITS form and provided your College/School with the temporary bound copies, you will want to prepare for your oral examination (called the Viva Voce, which means “with living voice”). Once your viva date has been set, Swansea@UCO will arrange your travel and lodging for a second paid trip to Swansea University. Your College/School will inform you of the specific time and location for your viva. As you prepare, you may want to review carefully the following: Examining Board Your examining board consists of three people. You will have an independent chair, who will be the head of your College/School or a member of staff with appropriate experience nominated by the Head of the College/School. The Chair’s responsibility is to oversee and document the examination process. You will have an external examiner who is also nominated by the Head of the College/School or nominee in consultation with your supervisors. Your supervisors may discuss with you any names you would like considered as an external examiner. Additionally, an internal examiner who works in your College at Swansea University will also be appointed as a part of your Examining Board. You may choose to have your advisor present during your viva, but he/she will only be allowed to participate in an observatory role. Your advisor must have examiners’ permission beforehand, but he/she can take notes for future reference. Particular Roles of Examining Board The internal examiner must decide whether the student’s research work and knowledge meet the standard that would normally be expected of a student in the College/School submitting for that degree. The external examiner must decide whether the student’s research work and knowledge are of a standard that are comparable to those of students being examined at other institutions for the same degree. The Chair is present to ensure that process is rigorous, fair, reliable and consistent with University regulations and procedures. In the event of a review of an examination decision or an appeal, the Chair is required to provide a written report on the conduct of the examination as necessary. The Chair of the Examining Board also ensures that the oral examination is conducted in an open and fair manner in accordance with the University’s regulations. The Chair will make sure that you are treated courteously and fairly, and with all due consideration and attention to minimizing your discomfort, to enable you to give your best. During the examination process, the examiners shall: • Consider the thesis and abstract submitted by the candidate. Any part of the thesis which has already been accepted, or is being concurrently submitted, for any other 31
degree or qualification in the University, or elsewhere shall be excluded from the examination; • Report on the scope, character and quality of the work submitted; • Satisfy themselves that the candidate possesses a good general knowledge of the particular field of learning within which the thesis falls. For more details regarding your examiners, see Swansea University PhD Examining Board. Top 40 Potential Viva Questions It is virtually impossible to plan for everything that your examiners might ask you in your viva, and you may naturally feel nervous or anxious as you prepare. However, you should keep in mind that you have spent years researching and writing over a particular research topic in your field. You ARE the expert and the best person to answer questions about your work. Following is a list of questions you might want to consider and be able to answer: 1. Can you start by summarizing your thesis? 2. Now, can you summarize it in one sentence? 3. What is the idea that binds your thesis together? 4. What motivated and inspired you to carry out this research? 5. What are the main issues and debates in this subject area? 6. Which of these does your research address? 7. Why is the problem you have tackled worth tackling? 8. Who has had the strongest influence in the development of your subject area in theory and practice? 9. Which are the three most important papers that relate to your thesis? 10. What published work is closest to yours? How is your work different? 11. What do you know about the history of [insert something relevant]? 12. How does your work relate to [insert something relevant]? 13. What are the most recent major developments in your area? 14. How did your research questions emerge? 15. What were the crucial research decisions you made? 16. Why did you use this research methodology? What did you gain from it? 17. What were the alternatives to this methodology? 18. What would you have gained by using another approach? 19. How did you deal with the ethical implications of your work? 20. How has your view of your research topic changed? 21. How have you evaluated your work? 22. How do you know that your findings are correct? 23. What are the strongest/weakest parts of your work? 24. What would have improved your work? 25. To what extent do your contributions generalize? 26. Who will be most interested in your work? 27. What is the relevance of your work to other researchers? 32
28. What is the relevance of your work to practitioners? 29. Which aspects of your work do you intend to publish – and where? 30. Summarize your key findings. 31. Which of these findings are the most interesting to you? Why? 32. How do your findings relate to literature in your field? 33. What are the contributions to knowledge of your thesis? 34. How long-term are these contributions? 35. What are the main achievements of your research? 36. What have you learned from the process of doing your PhD? 37. What advice would you give to a research student entering this area? 38. You propose future research. How would you start this? 39. What would be the difficulties? 40. And, finally… What have you done that merits a PhD? These questions were devised by Rebecca Ferguson, who blogs collaboratively with Gill Clough on Research Essentials http://www.open.ac.uk/blogs/ResearchEssentials/
the Viva Voce Your Arrival As stated earlier, your College/School will have informed you regarding the specific time and location for your examination. Be sure to arrive promptly and professionally dressed. You’ll want to bring your own copy of your thesis along with notepaper and a writing utensil. Your examiners will have arrived beforehand to compare notes on their reports on the thesis, and agree on the strategy for the viva. The Chair of the Examining Board must be present at any such meeting. The College/School is expected to ensure a room and sufficient hospitality is in place for this pre-examiners meeting. Even where both examiners’ thesis reports indicate that the thesis is of the required standard, remember that you will not be told at the beginning of the oral examination that the degree will be awarded. The examiners must satisfy themselves through the oral examination that you are the author of the thesis and completely understands its contents. On average, you should expect the viva to last two to three hours. During the Viva The Chair will explain the purpose of the oral examination to the examiners and the student. The purpose of the oral examination is: • To enable the examiners to assure themselves that the thesis is your own work; • To give you the opportunity to defend the thesis and to clarify any obscurities in it; • To enable the examiners to assess your contextual knowledge in your particular field of learning. 33
The examiners are not only assessing the thesis in the oral examination, but your ability to defend it, and to relate the contents of the thesis to the existing body of knowledge within the particular field. The Chair will ensure that you and the examiners are aware of the University regulations and guides dealing with the examination of a research thesis. The Chair will explain the structure of the oral examination and clarify the roles of the examiners and any other individuals present. If any other individuals are present, the Chair will confirm that you and, if appropriate, the examiners have no objections to the presence of those individuals. In such a case, you will sign a statement on the Report form indicating that you have given permission for those individuals to be present. During the oral examination, the Chair should only interject to provide advice on the University regulations or where there is evidence of any activity that is not in line with the regulations. During the oral examination, you will be encouraged to display your knowledge and abilities to best effect, and the strengths as well as the weaknesses of the thesis should be acknowledged and explored. At an early stage in the proceedings, you will be given an opportunity to explain precisely what the thesis is intended to achieve and what you believe to be its significance as a contribution to knowledge. If there appears to be a major discrepancy between your aims and the content of the actual thesis, the reasons for this should be explored. You will be asked to explain your choice of title when there appears to be an imperfect correspondence with the contents of the thesis. You will also be given the opportunity to explain any apparent failure to use important materials, whether primary or secondary, or neglect of relevant approaches or methodologies. If your thesis reveals significant deficiencies, which might lead to a report, which is not unequivocally favorable, a representative sample of these should be drawn to your attention and time for explanation and defense allowed for in the oral examination. When the examiners feel that they have exhausted their lines of questioning, the Chair will ensure that you have nothing further to add or ask. You (and the supervisor, if present) will then be requested to leave the room to allow the examiners to discuss the oral examination. After the Viva The external examiner will complete an External Examiner’s Report on the Oral Examination. The examiners will discuss your performance in the oral examination and consider which of the available recommendations is most appropriate (see Outcomes for Degree of Doctor of Philosophy (PhD) below). The Chair will ensure that the recommendation chosen complies with University regulations. The external examiner will then, together with the internal examiner, complete the Joint Report by External and Internal Examiners. The report should draw together any disparate views on the thesis, which may have been expressed by the examiners in their individual reports. A brief agreed view on your principal strengths and weaknesses, the approach to the topic, and on the performance at the oral examination might also be expressed. The Chair of the Examining Board will complete a Report by the Chair of Examining Board, commenting on the conduct of the oral examination and noting any procedural issues. The examiners will then arrange with the Chair of the Examining Board for the completion and signature of the final form (Result Form). The appropriate recommendation option will be 34
indicated be means of ticking the relevant box. If corrections are required, the external examiner will normally scrutinize the corrections on behalf of the Examining Board unless otherwise indicated. The examiners and the Chair of the Examining Board should sign the Report and Result Form and the Chair should ensure that the form is dated. If a student is required to resubmit his/her thesis (rather than make corrections and amendments), the resubmission arrangements are exactly as outlined above for the first submission. The Examining Board should be re-nominated and examination of the resubmitted thesis cannot commence until the re-appointment of both examiners has been confirmed by Academic Services. Once the examiners and the chair have made a decision, you will be invited to re-enter the room and the Chair will inform you of the recommendation of the Examining Board. The Chair will explain the implications of the recommendation and clearly indicate any dates for providing corrections or for re-submitting the thesis as well as identifying which examiner will be responsible for approving corrections (if applicable). Outcomes for Degree of Doctor of Philosophy (PhD) 1. Pass (1 month to submit hard-bound copies) Definition: The thesis is deemed to be of PhD standard in terms of substance and structure. 2. Pass subject to minor corrections being submitted within 3 months (normally to be approved by internal examiner) Definition: The thesis is deemed to be of PhD standard in terms of substance and structure; corrections concern matters of detail, as for example addition / deletion of individual paragraphs or incorporation of references to a small number of specific additional items. 3. Pass subject to substantial amendments being submitted within 6 months (normally to be approved by internal and external examiner, or at the discretion of the examining board by internal examiner only); this is not an option for re-submitted theses Definition: The thesis is deemed to be of PhD standard in terms of substance, but in order to pass, significant but clearly specifiable and quantifiable amendments are required in terms of a) the presentation of research, e.g. concerning introduction/conclusion; or b) the structure, e.g. concerning the re-arranging of data/sections/chapters; or c) the addition of new material not exceeding one chapter in length – where such amendments are judged by the examining board to be achievable within a 6 month period. 4. Decision suspended pending re-examination following resubmission within 12 months (normally to be re-examined by the same team of internal and external examiners; as a rule, there will be a second viva; the second viva can be waived at examiners’ discretion if a pass is agreed on resubmission); this is not an option for re-submitted theses Definition: The thesis is not deemed to be of PhD standard in its present form; however, in terms of substance, there is real potential, on the basis of what has already been presented, that the candidate could, within a period of 12 months, present a thesis of appropriate standard; amendments/alterations/additions required may concern both substance and presentation. 35
5. Not approved for PhD but appropriate for a pass as MPhil (in its present form) (1 month to submit hard-bound copies) Definition: The thesis is deemed to be of MPhil standard in terms of substance and structure. 6. Not approved for PhD but appropriate for a pass as MPhil subject to minor corrections being submitted within 3 months (normally to be approved by internal examiner) Definition: The thesis as presented and defended is not deemed to be of PhD standard actually or potentially; however, the thesis is deemed to be of MPhil standard in terms of substance and structure; corrections required concern matters of detail, as for example addition/deletion of individual paragraphs or incorporation of references to a small number of specific additional items. 7. Not approved for PhD. Decision suspended pending re-examination following resubmission as MPhil within 12 months. (normally to be re-examined by the same team of internal and external examiners; second viva can be waived at examiners’ discretion if a pass is agreed on resubmission); this is not an option for re-submitted theses Definition: The thesis as presented and defended is not deemed to be of PhD standard actually or potentially, or of MPhil standard in its present form; however, in terms of substance, there is real potential, on the basis of what has already been presented, that the candidate could, within a period of 12 months, present a thesis of MPhil standard; amendments/alterations/additions required will normally concern both substance and presentation. 8. Not approved for the award or a lower research degree (as immediate option and option after resubmission) Definition: The thesis as presented and defended is not deemed to be of either PhD or MPhil standard actually or potentially. Revising Your Thesis While a few candidates have earned a mark of Pass with no changes, the most likely scenario for candidates who pass the examination will be some variation of Pass with anywhere from three to six months to make necessary changes. You will NOT have completed your PhD until you have made the changes and have those revisions reviewed and accepted by either the external or the internal examiner. Before you leave the viva, the examiner who will review your changes will give you directions on how to submit these changes to him/her. Once you have made the satisfactory changes, the examiner will let you know that you may now submit the final copy of the thesis to your College/School. 36
Permanent Hard-back Binding You must submit two permanently bound copies of your thesis to your College/School for dispatch to the libraries at Swansea and one copy to be placed in the UCO library. The color of the cover is not specified by the University but is usually black, dark green or red. The spine of your thesis (permanent binding only) must show: • The student’s surname and initials; • Swansea University; • The full or abbreviated title of the work; • The year of submission; • The degree for which the work is submitted. • Note: If two volumes are needed, Vol.1 and Vol.2 should be added, as appropriate, to the spine text. Example: Spine Tugandhow, G. Self-Criticism and Self-Determination
Swansea University [Vol. 1]
2011 PhD
One copy of the approved thesis is held in the Swansea University Library, and the second is sent to the National Library of Wales at Aberystwyth. NOTE: Your degree cannot be awarded until the hard-back copies have been submitted. Informing the Progression and Awards Board After the oral examination is completed and all sections of the Report and Result Forms have been signed, the Chair will ensure that the original Report and Result Forms are sent to Academic Services immediately. The recommendation of the Examining Board must be presented to the Progression and Awards Board for ratification before a result letter can be prepared. Once confirmation that you have met all conditions is received, (which includes preparation of any revisions and final binding of your thesis), Academic Services will inform you of the formal outcome of the examination. For more detailed information on the examination process, see Conduct of the Examination. 37
Graduation ceremony at Swansea
You may want to attend the graduation ceremony once you have submitted the final copy of your thesis and all the paperwork has been completed. The ceremony is a time for you to celebrate your accomplishment at Swansea University. You will receive an email through your MyUni account inviting you to attend the next graduation ceremony (what they will refer to as a congregation). Please be advised, however, that this subsequent trip to Swansea University is NOT covered in the tuition you have paid. Additionally, you will need to make your own travel arrangements for this trip if you choose to attend. The Degree and Award Congregations are one of the highlights of the University calendar and are held once in the Fall term (usually sometime in January) and once in the Spring term (usually in July). Booking Your Place Once you have received notification of the successful completion of your PhD, you will need to book your place if you are attending using the online booking system. This will appear on your MyUni page in the events/reminders section of your intranet account when booking opens. You will be emailed when the booking system opens (around 3 months before graduation). At this time, you will need to tell Swansea if you will be Attending or Not Attending. The booking system will tell you when your graduation congregation is, all congregations will be held in the Great Hall on the Swansea Bay Campus. Ordering Guest Tickets After you have correctly booked your place at graduation, you will be guaranteed 2 free guest tickets. Swansea University realizes that limiting tickets to 2 per student may cause some disappointment, but hope that you understand that the venue has a limited seating capacity, 38
which they cannot exceed. Students do not need a ticket to attend their congregation. All tickets can be collected at the Great Hall on the day of your congregation. There may be additional tickets available for certain congregations. To request extra tickets complete the relevant section on the Graduation online booking form (in your intranet account). Extra tickets cannot be guaranteed, and their availability will not be known until shortly before the congregations. All extra tickets will be allocated on an equitable basis. Please do not make expensive travel arrangements for guests who do not have tickets, as Swansea University will not be able to accommodate them. There will be a live video link of the congregation at the venue, which is adjacent to the main Hall. Guests without tickets are welcome to watch the congregations here. The congregations are also streamed live to the web. Ordering Your Academic Dress All graduating students are required to wear the correct academic dress at their congregation. You will not be allowed to go on stage without academic dress. You are responsible for ordering this yourself. Ede and Ravenscroft is the only approved supplier of the correct academic dress for Swansea University. When ordering your academic dress from Ede and Ravenscroft, you may either rent or purchase your regalia. If you purchase it, they will send it to your home address. Be advised that it may take up to 12 weeks for your dress to be shipped to you, so make sure you order well in advance! If you rent your Academic Dress, it will be delivered to the Guildhall for you to collect on the day. You should order your academic dress as soon as possible once the graduation booking is open. You may order your gown in two ways: on the internet at Ede and Ravenscroft or by phone at 011 44 1223 861854. Their office hours are 9 a.m. to 5 p.m. Monday through Friday. Before you start, you will need to know 1) your head circumference; 2) chest measurement; and 3) height measurements in metric and have your credit/debit card details available. 39
College Receptions Individual colleges or departments may provide a lunch or reception for graduating students. Please get in touch with your college or department for further information. College
Telephone
Arts and Humanities
+44 (0)1792 602394
coahcollegeoffice@swansea.ac.uk
Human and Health Sciences
+44 (0)1792 606677
chhsmarketing@swansea.ac.uk
Law
+44 (0)1792 295831
law@swansea.ac.uk
School of Management
+44 (0)1792 606700
SoMSupport@swansea@ac.uk
Directions to the Great Hall at Swansea Bay Campus The congregations will be held at the iconic Great Hall, the legacy building provided by BP to Swansea University. The Hall is located at the center of the Bay Campus and is used for not only graduations but hosts music concerts, conferences, and other large University events.
40
Graduation Day On the day of your graduation congregation, you need to arrive between 1½ and 2 hours before your congregation. Guests can arrive up to 45 minutes before the start time of your congregation. As a graduating student, when you arrive, you will first need to make your way to the Great Hall, where you will register (confirm that you've arrived) and receive a registration card, collect your guest tickets and your certificate (if you have not already received it). You will then collect your robes if you have rented and not purchased them. Once you have done all this, you will be able to meet your guests, have your photographs taken (this can be done before or after the congregation), order your DVD, buy memorabilia, and then take your seats in the hall. The whole event will be clearly signposted and stewards will be on hand to assist you. During the congregation, you will sit in the seat number shown on your registration card. A marshal will instruct you when to get up from your seat. You will then be directed to the stage door. When your name is called out, you will cross the stage, shake hands with the Chancellor or Vice-Chancellor and then walk to the front of the stage and down the steps to return to your seat. Your guests will be able to enter the hall 45 minutes before the congregation start time and MUST be in their seats no later than 15 minutes before the congregation begins. The congregation is likely to last approximately 1½ - 2 hours and, therefore, may be unsuitable for small children or babies. Seating in the Great Hall is all on one level and all unreserved. Guests will be able to choose their seats when they enter the hall; therefore, early arrival is advised. If you or your guests have any mobility issues or disabilities, please inform Swansea University before the day of your Congregation so that Swansea planners can reserve appropriate seating. For further details on your graduation congregation, see Swansea University Graduation Information. Congratulations! Keep reaching for your dreams! 41
Appendix
42
Sample Student Travel Letter
43
Confirmation of Candidature Form (page 1 of 2)
44
Confirmation of Candidature Form (page 2 of 2)
45
Sample of Advisors’ Meetings Record (page 1 of 2) Rose Neal’s Skills Courses and Meetings with Supervisors Record of Skills and Training Courses • Monday, October 15, 2012: Research Interviews, Part 1: Techniques • Monday, October 15, 2012: What Information Services and Systems Can Do For Students • Tuesday, October 16, 2012: Study Skills and Learning Styles • Tuesday, October 16, 2012: Endnote • Thursday, October 18, 2012: ICT Resources and OneNote Meetings with Dr. Caroline Franklin • October 9, 2012: Initial meeting with Dr. Franklin and Dr. Washington to discuss proposal of Southworth project • October 15, 2012:Discussed ideas about topics for thesis chapters; Dr. Franklin recommended Jacques Rousseau, discussed possible connection between Southworth and Lady Byron because of introductory letter from Harriet Beecher Stowe • October 17, 2012:Discussed research done the day before in Swansea University Library; discussed work of Harriet Martineau • November 8, 2012:Email conversation about confirmation of candidature forms and Dr. Franklin gave suggestions for outlining chapters and organizing literature review • November 21, 2012:Email conversation discussing status as full-time student and concerns about workload • December 17, 2012:Skype conversation discussed several literary reviews read in particular a letter I found written by Southworth acknowledging her relationship with Lady Byron while in England, planned to look into doing primary research at the Bodleian and British Libraries to read Lady Byron letters to look for further correspondence between Southworth and Lady Byron • January 7, 2013: Email conversation about updated literature review and how I organized it into three separate strands on education articles, biographical/critical articles and Southworth novels that address education • February 5, 2013: Email conversation discussing timeline for introduction chapter • February 18, 2013:Email from Dr. Franklin suggesting reviewing the new Ebrary source in Swansea library • March 8, 2013:Email conversation addressing plans for next skype session and progress on introduction • March 10, 2013:Email from me with update of literature reviewed concerning education, critical essays and novels read • March 20, 2013:Email update on literature review and introduction chapter progress • April 15, 2013:Email conversation with plans to skype after reading introduction chapter • April 30, 2013:Email conversation with attachment of Dr. Franklin’s suggestions about introduction • May 5, 2013:Email from Dr. Franklin recommending Swansea University’s online Encyclopedia of th Language and Education, discussed possible dates for video conference and agreed on June 10 . • May 7, 2013:Skype meeting discussed changes on introduction chapter, in particular changing notations to MLA footnotes, discussed forms needed to obtain reader’s card from the Bodleian Library and my plans to come to the UK in June, reviewed materials needed for June meeting • May 8, 2013:Email to Colin Harris about special permission needed to visit the Lovelace-Byron collection at the Bodleian • May 20, 2013:Email conversation discussing my plans to visit Swansea and plans made to meet with Dr. th Franklin in her office on June 7 to review material Meetings with Dr. Pamela Washington • October 18, 2012:Email conversation about work and meetings during my second week at Swansea; discussed my findings that Southworth stayed with the London Journal editor George Stiff • November 7, 2013:Email conversation discussing reading list of Southworth novels and critical reviews
46
Sample of Advisors’ Meetings Record (page 2 of 2) • • • • • • • • •
• • •
• •
• • •
November 20, 2013:Meeting discussing the educational issues found in the Southworth novel Gloria and plans to read its sequel; discussed the irregular enrollment form needed by UCO for the Spring semester January 22, 2013: Email conversation about updated literature review and plans to meet in Dr. Washington’s office January 31, 2013: Meeting discussing changes I’ve seen while reading later Southworth novels that reflect th 19 century society’s changing views on how and why women should be educated; discussed the collection of Southworth letters kept at Duke University Library and made plans to have them sent to UCO February 5, 2013: Email conversation discussing Southworth novels; Dr. Washington suggested The Changed Brides; planned next meeting in her office February 13, 2013:Meeting discussing how Southworth’s views on education seem similar to views held by Bronson Alcott and Margaret Fuller; update on Duke letters February 18, 2013:Email from Dr. Washington recommending critical article by Amy Cummins February 26, 2013:Email from Dr. Washington recommending Women, Her Education and Influence by Mrs. Hugo Reid March 13, 2013:Email about introduction chapter and Beecher/Stowe papers March 14, 2013:Meeting topics - Talked about Ishmael and education; Talked about the death of Transcendentalism with the Civil War and how the view of education changes after the Civil War; Talked about how class is important to the type of education characters receive; In later works women are becoming more the teachers than students; Southworth’s focus shifts after her stay in England to women who help poor boys obtain an education; Discussed early reviews of Southworth: Juliette Babbett “Women Writers in Washington” 1895; James Davidson Living Writers of the South, 1869; Mary Forest, Women of the South Distinguished in Literature 1865 (interesting “rewrite” of Southworth’s Thy piece. Pages 216-244 1866; Sarah Huddleston’s Mrs. E.D.E.N. Southworth and Her Cottage; Mary Lockwood, Historic Homes in Washington 1889; Obituary “Her pen has been a potent factor in the education of the popular mind” The Evening Star; Next Steps: e-mail librarian at D.C. public library about Henshaw’s school records; Look over school records from Hartford Seminary. April 1, 2013:Reviewed introduction and sent suggestions for re-organization. April 4, 2013:Email with updated literature review and plans to meet in Dr. Washington’s office April 10, 2013:Meeting -- reviewed revised introduction and added editing comments. We reviewed these comments together; We discussed The Changed Bride and whether or not it would work in the dissertation; Discussed information in the District of Columbia Historical Society library about Henshaw’s teaching; Discussed e-mail exchange with Jerry McCoy at the DC Public Library about what Southworth items he has in his collection; Rose will contact the National League of American Pen Women; Dr. Washington will try to determine the status of her request for the Duke letters. April 22, 2013:Email to set up meeting in Dr. Washington’s office April 24, 2013:Meeting -- We determined that Dr. Washington will purchase the Duke letters; Discussed Judith Sargent Murray’s works on education; Discussed adding A Jury of her Peers to the bibliography; Discussed next plan of action for finding the school records of Henshaw’s school and the school at which Southworth taught. May 2, 2013:Email conversation about video conference scheduled for June 10 May 14, 2013:Email conversation about my trip to Swansea in June and my plans to be there for the meeting and skype with Dr. Washington at UCO th May 28, 2013: Meeting – reviewed materials for June 10 meeting; made suggestions for revisions to abstract
47
Sample of Table of Contents and Time Table for Completion Rose Neal’s Proposed Table of Contents and Tentative Timeline for Completion Chapter
Tentative Date
Introduction
Draft - May 2013
Chapter 1: Southworth’s Life as Student and Teacher
September 2013
Chapter 2: Patriarchal Education vs. Traditional Education
November 2013
Chapter 3: Women’s Physical Education
January 2014
Chapter 4: Expanding the Female Curriculum
March 2014
Chapter 5: Challenging Social Class Disparity in British Education
May 2014
Chapter 6: Challenging Social Class Disparity in American Education
September 2014
Chapter 7: Expanding Women’s Roles as Teachers
November 2014
Chapter 8: Beyond the Domestic Sphere
January 2015
Conclusions
March 2015
Plans for Primary Research to Date Research Lady Byron and Dr. William King letters at Bodleian and British Libraries in UK
June 2013
Research Southworth letters at the Library of Congress and research public and private school records at the Washington D.C. Public Library
July 2013
Presentations to Date Presented proposed thesis outline at UCO/Swansea skype meeting
October 2012
Invitation to present from special collections librarian Jerry McCoy at the Washington D.C. Public Library in the Peabody Room over Southworth’s life and work
July 2013
48
Progress Report (page 1 of 2)
49
Progress Report (page 2 of 2)
50
Sample NITS form (page 1 of 2) SWANSEA UNIVERSITY POSTGRADUATE RESEARCH FACULTY NOTICE OF INTENTION TO SUBMIT
All candidates are required to give at least 3 CALENDAR MONTH’S notice to the School of their intention to submit a thesis. I wish to give notice of my intention to submit a thesis for the degree of: PhD Candidate’s Name: Student Record Number: Start Date:
Minimum Candidature Date:
Maximum Submission Date:
Department/School: Members of Staff: If member of staff, give job title and affiliation: Y N Current First Supervisor: Other Supervisors (list all individuals who have been involved in the supervision of the candidate):
Thesis title:
Has approval been granted if thesis is to be submitted in language other than English / Welsh? Y N
Bar on Access Required: Language of thesis: Y N The School must submit a request for a bar on access to the Postgraduate Research Faculty. The request must state the title of the work, and the reasons for a bar being placed. Details of any special provisions required at oral examination:
Proposed* submission date: (You may approximate e.g. end of the month if unsure of a specific date). * Please note- you are not formally bound by this date to submit (unless this is your maximum candidature date). This information will be used to ensure that the necessary parties involved in initiating the examination process are aware of this impending submission and can make the necessary arrangements. If your proposed submission date changes significantly (e.g. by more than four weeks), please inform your main supervisor and designated member of staff in the School or department. Candidate’s signature: Date: Supervisor’s signature:
Date:
Supervisor Comments
51
Sample NITS form (page 2 of 2) PLEASE COMPLETE AND RETURN TO YOUR SCHOOL
For school/department office use only Candidate’s Name: Date NITS received:
Student Record Number: Date :
Date sent to PGRFO:
Institution
Role
Suggested Examining Board: Name
52
Contacted?
Research Submission Pack (page 1 of 9) SWANSEA UNIVERSITY Dear Candidate PROCEDURE FOR THE SUBMISSION OF RESEARCH THESES FOR EXAMINATION (1)
Please find attached the following: (a)
(2)
one copy of the ‘Notice of Candidature Form’. You should complete the form in typescript or in black ink and hand it to your Head of Department/School along with two copies of your thesis and the summary sheet; (b) one copy of the loose summary sheet which you must complete and submit to your Head of Department/School. For notes and guidance on submitting your thesis please refer to an up-to-date version of the Research Student Handbook. A loose copy of the summary of your thesis will be used in the publication by ASLIB of theses presented for higher degrees in British Universities. A form is provided at the end of this booklet for you to complete. It is essential that the summary should be typed in single spacing and be accommodated on one side of the sheet provided. Please bear in mind, when writing your summary, that this may be the only part of the thesis that is read by other research workers. It should be written in such a way as to help researchers in the same field decide whether to read the thesis and to give readers who are only marginally concerned in the subject enough information to make it unnecessary for them to read the work in full. The summary should consist of a piece of connected prose and should not be more than 300 words in length. It may be much shorter. Abbreviations should be avoided. Every attempt has been made to keep the information requested to a minimum and it will help the Institution to expedite the examination of your thesis if you follow the guidance given fully. Thank you in advance for your co-operation.
Yours faithfully
Academic Registry
53
Research Submission Pack (page 2 of 9)
PROCEDURE FOR THE SUBMISSION OF THESES FOR EXAMINATION AT SWANSEA UNIVERSITY CHECKLIST FOR CANDIDATES (THESE ACTIONS MUST BE COMPLETED PRIOR TO SUBMISSION) (i)
Two copies of your thesis together with the required declaration, statements, signatures and summary (see note 8 for details).
(ii)
One electronic copy of your thesis.
(iii)
One completed copy of the ‘Notice of Candidature Form’.
(iv)
One completed Summary of Thesis loose. (See note 8).
All of the items detailed under (i)-(iv), above, should be submitted to Head of your Department/School (or nominated member of staff).
PLEASE NOTE THAT IF ANY OF THE ABOVE ARE OMITTED THERE WILL BE A DELAY IN THE EXAMINATION OF YOUR THESIS 54
Research Submission Pack (page 3 of 9) NOTES OF GUIDANCE FOR CANDIDATES Please read these notes through then detach and retain them prior to submission of your work and the related supporting documentation required. 1.
Matriculation Candidates who are not already graduates of Swansea University are required, at the commencement of their programme of research, to matriculate in the University. You should have received confirmation that you have matriculated within three months of the start of your programme of research. If you have not matriculated, or are uncertain of the situation, you are advised to seek advice from the Academic Registry. (Staff Candidates who are not graduates of Swansea University are also required to matriculate.) Unfortunately, failure to matriculate is one of the commonest causes for delays in the examination of theses. Your thesis will not be sent to the external examiner if you were required to matriculate at the start of your research project and you did not do so.
2.
Time Limits for the Submission of Theses The very latest date by which a thesis may be submitted is the last day of the maximum candidature period. The maximum candidature date will have been set out in your Offer of Admission letter or in subsequent communication from the Postgraduate Research Faculty Office in the case where your maximum candidature date has been modified.
3.
Oral Examination (First Submission) An oral examination (sometimes called a ‘viva voce’ examination) is compulsory and you should be available to be examined in this way. Oral examinations will always be held at Swansea University except in very exceptional circumstances.
4.
Oral Examination (Re-submissions) A re-submitted thesis must be examined by a second oral examination. Oral examinations will always be held at Swansea University except in very exceptional circumstances. In very exceptional cases the requirement for a second oral examination may be waived – you will have been informed that the second oral examination has been waived at the conclusion of the first oral examination.
5.
Completion of the Notice of Candidature Form When completing the copy of the ‘Notice of Candidature Form’ which will support the submission of your work you may wish to note that, should you qualify for your degree by satisfying the examiners, you must be admitted to it formally before you can receive a degree certificate or use the appropriate letters after your name. All qualifying Swansea University postgraduate students will be admitted in absentia. This is an administrative 55
Research Submission Pack (page 4 of 9) procedure at which you will not be present. Certificates are issued as soon as possible after the student has been admitted in absentia, normally within two to three weeks. Postgraduate students at Swansea University who have been admitted to their degrees are also invited to attend a degree ceremony to celebrate their achievements. 6.
You may wish to note that, once all of the required documents are assembled, the Chair of the Examining Board (a member of staff in your Department/School of study) will send one copy of the thesis to the external examiner.
7.
Provisions for Bars on Access to Research Degree Theses The University expects that research work accepted for a research degree shall be openly available, and subject to no security classification or restriction of access. Please note, however, that the University requires the reader of a thesis to sign a declaration that in any statement or written work being prepared on the subject (or cognate subject) of the thesis, due acknowledgement to the author will be made for any helpful information obtained from the thesis. Nevertheless, in cases where there is an overriding need for a restriction of copying or access (for example where sponsored research has resulted in a thesis which the special contains commercially-sensitive information) the University may, on recommendation of the Postgraduate Research Faculty, place a bar on photocopying of and/or access to a thesis for a specified period (normally three years in the first instance). It is the responsibility of your supervisor to make an application to the Postgraduate Research Faculty for a bar to be sought as soon as is reasonably practicable. Please note that, in the event that a bar on photocopying and/or access is granted by the University, the signed statement to be included with each copy of the thesis submitted (see paragraph 8 below) should indicate that the thesis may be made openly available after the expiry of the bar on access. Normally, the title and summary of the thesis will be made available.
8.
Declaration/Statements All candidates for a research degree are required to bind into their work: (i)
a summary of the thesis not exceeding three hundred words in length;
(ii)
a statement, signed by the candidate, showing to what extent the work submitted is the result of the candidate's own investigations. Acknowledgement of other sources (such as correction services or text editors other than spelling/grammar checkers) must be made by the 56
Research Submission Pack (page 5 of 9) use of footnotes giving explicit references. A full bibliography must be appended to the work; (iii)
a declaration, signed by the candidate, to certify that the work has not already been accepted in substance for any degree, and is not being concurrently submitted in candidature for any degree;
(iv)
a signed statement that the candidate gives consent (a) for the thesis, if accepted for a research degree, to be made available for photocopying and for inter-library loan (subject to the law of copyright) and (b) for the title and summary to be made available to outside organisations. [Please see paragraph 7 regarding provisions for bars on access to theses.]
NB: The declaration and statements referred to in (ii), (iii) and (iv) above should be incorporated on a single page at the beginning of the thesis, as shown on the following page. All candidates for a research degree are required to provide one additional loose copy of the completed Summary of Thesis (with the same details as in (i) above).
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Research Submission Pack (page 6 of 9) Suggested Layout of Declaration/Statements page DECLARATION This work has not previously been accepted in substance for any degree and is not being concurrently submitted in candidature for any degree. Signed ...................................................................... (candidate) Date ........................................................................ STATEMENT 1 This thesis is the result of my own investigations, except where otherwise stated. Where correction services have been used, the extent and nature of the correction is clearly marked in a footnote(s). Other sources are acknowledged by footnotes giving explicit references. A bibliography is appended. Signed ..................................................................... (candidate) Date ........................................................................ STATEMENT 2 I hereby give consent for my thesis, if accepted, to be available for photocopying and for interlibrary loan, and for the title and summary to be made available to outside organisations. Signed ..................................................................... (candidate) Date ........................................................................ NB: Candidates on whose behalf a bar on access has been approved by the University (see Note 7), should use the following version of Statement 2: I hereby give consent for my thesis, if accepted, to be available for photocopying and for interlibrary loans after expiry of a bar on access approved by the Swansea University. Signed ..................................................................... (candidate) Date ........................................................................ 58
Research Submission Pack (page 7 of 9)
EXAMINATION OF RESEARCH THESIS NOTICE OF CANDIDATURE FORM Please complete this form in typescript, or black ink, when your thesis is ready to be submitted to the Head of your School for examination.
Surname/Family Name
Title
Forenames (in full)
Date of Birth
Degree Programme
Student Number
Department/School
All qualifying Swansea University postgraduate students will be admitted in absentia, and also invited to attend a Degree Ceremony to celebrate their award.
(i)
If you wish to attend a Degree Ceremony, please give your address to which details of the ceremony should be sent by the University: 59
Research Submission Pack (page 8 of 9) Before signing and submitting one completed copy of this form to your School of study, please ensure that you have read and understood the attached explanatory Notes for Candidates and that you submit the other required forms together with the two copies of your thesis. You should detach and retain the explanatory Notes. Please also enter your name and address in the appropriate space in the postal panel below: this will help the Academic Registry to deal with your examination and notification of result as quickly as possible.
Candidate's signature ........................................................................... Date ......................................................................................................
PLEASE ENSURE THAT YOU COMPLETE YOUR ADDRESS BELOW AS THIS IS WHERE YOUR RESULT LETTER AND CERTIFICATE WILL BE SENT --------------------------------------------------------------------------------------------------------------------------------Mr/Miss/Mrs ................................. Address ...................................... ........................................................ ........................................................ ........................................................ ....................................................... ........................................................
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Research Submission Pack (page 9 of 9) THESIS SUMMARY This summary sheet should be completed after you have read the accompanying notes. The completed sheet should be submitted by you to your Head of School at the time of submission of your work and the supporting documentation.
Candidate's Surname / Family Name ....................................…………………………………… Candidate's Forenames ........................................................…………………………………… Candidate for the Degree of ..................................................(PhD, MPhil etc.) Full title of thesis
----------------------------------------------------------------------------------------------------------------------------------Summary:
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