Graduate School Research Study Guide by University of the West of Scotland

RESEARCH STUDY AT UWS: A GUIDE Session 2013/2014

GRADUATE SCHOOL

Contents 1

Welcome/Welcome Back

Help/Advice

2 2.1 2.2 2.3 2.4

Introduction 2 The Student Offer & Responsibilities Supervision Training Committees and Student Representation

Thesis Completion/Submission 15

Examination

Personal Development Planning

3 3.1 3.2 3.3 3.4 3.5 3.6 3.7

Graduate School 4 Enrolment Fees International Student Registration & Visas Council Tax Studentships IRO Conference Scheme Outstanding PGR Progression Award for 2013/14

9 9.1 9.2 9.3 9.4 9.5

General Support and Information 20 ICT Student Services Library The Research Studentsâ&#x20AC;&#x2122; Society (RSS) and SAUWS Health And Safety

Change of Circumstances

4 Student Progression and 8 11 Debt Policy 24 Monitoring Appendices 25 4.1 Progress Reports 4.2 Transfer Event 4.3 Modifications to Registration

Contacts Faculty of Science and Technology Dean

Professor Roddy Williamson

3332

Lyndonne Kelly

3607

Faculty Manager

Rona McBurney

3204

Head of School of Science

Professor Sabbir Ahmed

3275

Head of School of Computing

Professor Christos Grecos

3322

Head of School of Engineering

Mr David Smyth

3559

Faculty of Education, Health & Social Sciences Dean

Dr Jeanne Keay

8202

Laura MacFarlane

8202

Faculty Manager

Gillian Thomson

8294

Head of School of Education

Professor Henry Maitles

6318

Head of School of Health

Professor Heather Simpson

3715

Head of School of Social Sciences

Professor Robert Pyper

3787

Faculty of Business & Creative Industries Dean

Professor Malcolm Foley

3395

Yolande Claes

3556

Faculty Manager

Ian Gillan/Alistair Pettigrew

3131

Head of School of Business

Mr Ron Livingstone

3360

Head of School of Creative and Cultural Industries

Ms Anne Gifford

6360

Head of the Graduate School

Professor John Struthers

3364

PGR Recruitment and Progression Officer

Charlie Fielding

3576

Administration Assistant

Susan McKenzie

3919

Graduate School

Welcome/Welcome Back I wish to take this opportunity to welcome you to the growing community of research students here at the University of the West of Scotland (UWS). You will be joining (or re-joining) a diverse range of research students across all of the University’s Schools and Faculties. Currently our research student population is in excess of 400 students. Our students come from more than 20 different countries which means that you will be studying alongside others from diverse countries and cultures. It is especially appropriate to be welcoming you in academic year 2013-14 as the University has recently established a new Graduate School. This is an important development for the University. It comes just after the University has also established a number of Research Institutes and Centres across its various Schools and Faculties. In joining us as a research student, you will be aligned with one of these Institutes or Centres which will help you to interact with academic staff and other research students. The Graduate School will also play a key role in providing you with appropriate student representation which will assist you during your time at UWS. The Graduate School will help you during your time here at UWS by coordinating the various training opportunities that our Innovation and Research Office (IRO) has established in recent years. In addition to those organised centrally by IRO, various training opportunities (including inter-university research student conferences) will be delivered within your own Schools and Faculties. Together these should help you to benefit from the generic skills that you will need in your studies, as well as the bespoke skills required in your chosen area of research. A key component of this will be the University’s recently established Student Offer which entails provision for career enhancement, including the recently launched teaching pilot for research students, financial assistance to help you to attend suitable conferences, and Personal Development Planning (PDP) opportunities. I am also delighted to announce a further rise in the stipend level from £7000 to £8000 for all fulltime University funded students in session 2013-14. One of the highlights of our year is the Annual Student Research Conference. Now in its tenth year, this will provide you with the opportunity to present your research to fellow research students from across the University as well as to invited guests, sponsors and friends. The event also provides you with an opportunity to present your research to a wider audience in a conference setting, an experience that you will find invaluable in your future careers. This Guide provides an overview of the University Regulations which apply to your studies. It also provides information on research student progression and how we monitor it. It is important that you keep in regular contact with your academic supervisor and comply with the necessary reporting requirements. Of course, should you have any questions about the Guide please do not hesitate to contact Charlie Fielding and Susan McKenzie in our Innovation and Research Office. Finally, thank you for choosing to undertake your research degree with the University of the West of Scotland. I wish you every success in your graduate studies and in your future career. Professor John J Struthers Head of Graduate School 1

2 Introduction 2.1 The Student Offer & Responsibilities It is important at the outset of your studies to familiarise yourself with the study and administration arrangements for your research degree; to ensure that you fully understand the processes, reporting mechanisms and relationship with your supervisors. The successful conclusion of a higher degree research programme will depend ultimately on individual student commitment. Students embarking on research projects must be determined to succeed, particularly when entering new and unknown areas of enquiry that will lead to the creation of new knowledge. The thesis will represent your contribution to independent and original research, and you have responsibility for the conduct and completion of the research project that will underpin the thesis content. (Appendix 4 and Appendix 5) 2.2 Supervision Supervision of postgraduate research students is undertaken by experienced, research-active members of academic staff who are based in one of eight Schools. The School to which you are admitted is your base and will play a crucial role in providing guidance, resources and support for your research project. You and your project will have a Director of Studies (DoS) and at least one other supervisor who will support your development and the progress of your research. It is essential that you work closely and maintain regular contact with your Director of Studies. 2

Section 2

2.3 Training Training and skills development are a valuable part of the research experience. It is important to participate in training opportunities both to acquire the necessary research skills for your studies and to develop transferable skills for future employment. UWS provides a programme of training opportunities which are available to all those engaging in research in the University. The training programme includes, for example: research techniques, research management, funding, communication skills and networking. You should discuss training with your Director of Studies at an early stage in order that he/ she can assist you in identifying your needs. Induction training is also provided for all new students on essential matters such as health and safety, orientation, ICT and use of the University library. Updates on training will be provided by the the Graduate School. Conference Event - 30th April & 1st May 2014 The University organises an annual conference. This event is an opportunity to showcase your research work within the University, and is good practice for presentations at external conferences. Presentation at this event is compulsory for full-time students and optional for part-time students. Prizes are awarded. In previous years, the sponsors have included Gas Measurement Instruments, Invitrogen, Bank of Scotland, Vascutek, Chivas, and Renfrewshire Chamber of Commerce.

Research Study at UWS: A Guide

2.4 Committees & Student Representation University Research and Knowledge Exchange Board (URKEB) URKEB is a standing Committee of Senate. The URKEB is responsible for the strategic development of the University’s research and knowledge transfer activities and for ensuring compliance with the University’s Code of Practice for Research and with Research Degree Regulations, and alignment with external quality standards. The Board will make recommendations on regulatory changes to the Regulations Committee which reports to Senate. Graduate School Review Board The Graduate School Review Board is a sub-group of the University Research and Knowledge Exchange Board. The Graduate School Review Board is responsible for reviewing research student progression and confirming students are eligible to enrol. The Board will consider and approve modifications to a candidates registration and ensure compliance with the Research Degree Regulations and that the standard of award is maintained. There is student representation on the University Research and Knowledge Exchange Board and the Graduate School Review Board. A full copy on the terms of reference for both committees along with minutes of meetings and dates of meetings is available on the PhD student page on Moodle. Student Representation There is research student representation of student issues at key University, School and Department level meetings. Current holders of these posts, who can be contacted with any queries, are: Faculty of Education, Health and Social Sciences School of Education and Graduate School Review Board student representative – Marjorie McCrory (Marjorie.McCrory@uws.ac.uk) School of Health, Nursing and Midwifery – Elizabeth Maitland (Elizabeth.Maitland@uws.ac.uk) School of Social Sciences and University Research and Knowledge Exchange Board student representative – Geraldine Clark (Geraldine.Clark@uws.ac.uk) Faculty of Business and Creative and Cultural Industries School of Business – Ramya Kadali (Ramya.Kadali@uws.ac.uk) School of Creative and Cultural Industries – Vacancy Faculty of Science and Technology School of Engineering – Peter Childs (Peter.Childs@uws.ac.uk) School of Computing – Amanda Wilson (Amanda.Wilson@uws.ac.uk) School of Science – Samantha Yuille – (Samantha.Yuille@uws.ac.uk) Should you have any concerns that you feel should be considered at Board level, these should be conveyed to your Student Representative and raised at the relevant Faculty Executive meeting in the first instance. If your concern is not resolved at this level then your Student Representative will feedback your concern to the Student Representatives on the Graduate School Review Board and University Research and Knowledge Exchange Board to be raised at the relevant committee.

Research Study at UWS: A Guide

Section 2

3 Graduate School The Graduate School is responsible for administrative matters relating to research students and for maintaining research student files. It is also responsible for the following aspects:

•

Managing the recruitment, admission and enrolment of research students

• Organising the research student training programme

• Induction of research students • Providing support to the University

Research and Knowledge Exchange Board and the Graduate School Review Board.

• Providing students with, for example,

status letters for their bank, landlord and for Council Tax exemption

• Aspects of the student experience which do not fall to Schools

• Ensuring that the Research Regulations remain up-to-date and reflective of practice/policy development.

Section 3

3.1 Enrolment You are required to enrol every year in September until your degree is conferred by Senate. Home/EU students can now enrol online for fee-paying students, the enrolment process will not be complete until fees have been paid (see 3.2 below). International students are required to enrol in person by attending one of the annual enrolment sessions at the relevant campus. If you do not enrol you will not be entitled to use School or University facilities, and you will not be able to submit your thesis for examination. In order to enrol your Director of Studies must also be satisfied with your progression, particularly in cases where the usual period of registration has been exceeded. Students who have not submitted progression reports and have not made satisfactory progression will not be eligible to enrol for the following academic year and will be deregistered.

Research Study at UWS: A Guide

Research Study Applications and Periods of Registration The University has 3 intakes for research study per session: 1st October, 1st February and 1st April. Applications should be submitted 6 weeks in advance of the start date. Applications submitted after the deadline date will be considered for the next intake. Please note that international applicants may be required to return to their home country to apply for a visa. Information outlining the relevant documentation required with the application can be found online at http://www.uws.ac.uk/research/postgraduate-study/. Applications without a research proposal will be considered incomplete and rejected. URKEB has established minimum and maximum periods for the submission of the thesis as shown below. Requests to extend the period beyond the maximum must be made to URKEB. Please be advised that the University has introduced absolute maximum periods of registration which will come into effect from session 2014/15. This information can be found in the Research Degree Regulations. Degree

Mode

Minimum

Maximum

MRes

Full-time

12 months

24 months

Part-time

24 months

36 months

Full-time

18 months

30 months

Part-time

36 months

48 months

Full-time

36 months

48 months

Part-time

72 months

84 months

Full-time

24 months

48 months

Part-time

48 months

84 months

MPhil

MPhil/PhD

PhD Direct

3.2 Fees

MRes

full-time

1 annual fee

Home/EU students are required to pay 50% of the postgraduate research student fee in order to enrol. International students are required to pay a ÂŁ3,500 deposit in order to receive a Confirmation of Acceptance of Studies from the University and to enrol. Accommodation costs and fees can now be paid online at www.uws.ac.uk/onlinepayments/ The remaining course fees are due at the beginning of semester 2 (although if you pay your fees in full at enrolment you are entitled to a 10% discount). Information about current fees is available from the Graduate School or the Finance Department.

MRes

part-time

2 annual fees

MPhil

full-time

2 annual fees

MPhil

part-time/distance 4 annual fees

Students are required to pay a minimum of the following annual fees unless the thesis is submitted earlier (with formal approval from URKEB).

Research Study at UWS: A Guide

PhD (direct) & full-time MPhil/PhD

3 annual fees

part-time/distance 6 annual fees

Any financial query relating to fees and grants which arises after enrolment should be referred to the Finance Office. Please also note that prior to enrolment students must supply the Finance Office with documentary evidence of all sponsorship/funding support/sourceoffees. Withoutthis information enrolment will not proceed.

Section 3

A student that exceeds the maximum duration of study and has their registration extended shall be subject to an annualCompletion Fee. The fee will be charged from session 2014/15. Although, this information is highlighted in the current Research Degree Regulations (2013/14), theUniversity recognises that research students will require reasonable notice of one academic session before this charge will be implemented. TheCompletion Fee is a nominal fee of £200 per annum for full-time and part-time students. The fee will be charged at enrolment.

with visa and immigration matters, queries on funding and student support, student hardship and working in the UK, and general welfare issues. The International Student Adviser is located in Student Services, 0141 848 3805

3.3 International Student Registration & Visas

Council Tax exemption forms can be obtained from your local council office and submitted to the the Graduate School Administrative Assistant. for endorsement. Students who have reached the end of their period of registration and are designated as ‘completing students’ will no longer pay University fees or receive funding. At this stage, students will have the option to register as part-time, and will not be automatically eligible for exemption from Council Tax. Any further discounts/ exemptions from Council Tax would be determined by the local authority and will depend on employment status etc.

As part of the University’s reporting obligations to the UK Borders Agency, all international students (non-EEA) are required to register at the Student Link three times per year. International students are also required to complete and return a Monthly Attendance Monitoring Form to the Graduate School. The University is required to report to the UK Border Agency of any student who fails to inform us of their attendance and engagement with studies.Students must ensure they attend or their studies will be jeopardised. Doctorate Extension Scheme The Home Office has altered the poststudy offer for Post Graduate Research students with the launch of a new Doctorate Extension Scheme effective from 6th April 2013. It is designed to give students who have almost finished their UK PhD an additional 12 months of Tier 4 (General) immigration permissions in which to look for and start work in the UK. A UWS application form may be obtained from Charlie Fielding, PGR Recruitment and Progression Officer. The University’s International Student Adviser can assist international students at the University of the West of Scotland

Section 3

International students are also advised to visit our website for further helpful information. http://www.uws.ac.uk/ international-students/ 3.4 Council tax exemption

3.5 University-funded studentships The University offers a number of studentship places each year. If you are offered a University studentship, you are required to agree to the Terms and Conditions of Tenure, and return a signed declaration. Those students in receipt of a full-time studentship award receive a stipend payment from the University as well as the payment of their fees. Payments are made monthly in arrears into your bank account. Students can also seek funding from various other bodies such as Research Councils (although this is dependent on discipline as some of the Research Councils do not accept direct applications).

Research Study at UWS: A Guide

The duration of a studentship award will normally be three years, excluding any period of voluntary suspension during which maintenance will not be paid. Annual renewal is subject to satisfactory progress. External Studentships/Sponsorships Students supported by external funding are subject to the terms and conditions specified by the sponsor. These will vary, depending on the contract drawn up between the funding body and the University, but continuation of funding from year to year will be subject to satisfactory progress. Criteria for CASE awards (Co-operative Awards in Science and Engineering), which are collaborative funding arrangements involving Research Councils and industrial partner(s), are detailed in the relevant Research Councilâ&#x20AC;&#x2122;s Studentships Handbook.

3.7 Outstanding PGR Progression Award for 2013/14 Three students each year will be awarded funds on the basis of exceptional progress towards the completion of their PhD. This award reflects the fact that it is considered vital by the University that students are given the best possible chance of completing their studies successfully. This scheme is for students in their second-third year of full-time study or fourth-sixth year of parttime study. Awards will be announced at the annual research student conference held on the 30th April and 1st May 2014.

Any student entering into a private sponsorship agreement with an external provider should first carefully consider the contractual terms and conditions and accept these only when satisfied that they are clearly documented and understood. Since sponsorship arrangements may include either the payment of fees or maintenance grant, or both, documentary evidence of the source, level and duration of funding will be required at enrolment. Externally funded studentships will normally be paid monthly in arrears directly into the studentâ&#x20AC;&#x2122;s bank account. 3.6 IRO Conference Scheme Students can apply for funds to attend conferences if they are presenting a paper. This is a match funded scheme. Further information can be obtained from the GR Recruitment and Progression Officer.

Research Study at UWS: A Guide

Section 3

4 Student Progression and Monitoring The URKEB and the Graduate School Review Board have approved a system for monitoring research student progression. The system aims to ensure that any potential problems/specific needs the student might have are highlighted at an early stage. It encourages students to reflect on their progress and to meet their targets, thus supporting successful completion (research has shown that the longer a student is engaged in their studies, the less likely they are to complete. The University therefore has an obligation to encourage successful completion).

report but the form must still be submitted. Students who are currently writing-up must still submit the report form along with a timetable for submission.)

4.1 Progression Reports

Following the meeting, the assessor will submit a report to URKEB which confirms that he/she considers that the student should progress to the next year of their studies (in the case of those students who have exceeded the usual period of study, confirmation should instead be sought regarding the likelihood of submission of the thesis within the next year).

The following reports must be submitted for all students, whether full or part-time or registered for MRes/MPhil/PhD. All reports are completed by the student and director of studies. 12 Week Report Aims to assess suitability of research environment and to ensure that suitable facilities are provided and support mechanisms satisfactory. 6 Month Report Aims to assess progress and to identify any problems which might impact on successful completion Annual Report As per six month report. Must be submitted with an accompanying piece of written work of 1500-2500 words from the student which details progress against specific milestones. Students submitting a report for their transfer event are exempt from completing the written

Section 4

Assessors and Panel Meetings Students are appointed an assessor at the commencement of their studies. The assessor will have oversight of the studentâ&#x20AC;&#x2122;s progress and will discuss this with them at an annual panel meeting. All students bar those who are writing-up or have submitted their thesis will have an annual panel meeting attended by the supervisory team as well as the assessor.

Problems in relation to progression If students are not progressing at the expected rate IRO should be informed at the earliest opportunity. Issues should not be confined to the progression reports. Progression reports are available to download from Moodle.

Research Study at UWS: A Guide

Year 1

Progression

12 week report

Completed by director of studies, student and assessor. Intended to ensure student is settling in to their studies and is aware of their responsibilities. Problems highlighted to URKEB. An assessor must be identified at this stage.

6 month report

Completed by DoS, student and assessor. Report required to confirm satisfactory progression.

annual report

All students are required to submit and annual report. Student who are writing-up are required to complete the pro-forma only. These students are exempt from submitting the 1500-2500 word report, although a completion date should be highlighted on the pro-forma. Students who commence their studies in October are required to submit the annual progress report by the 30th June of each year to align with enrolment All students (bar those which are writing-up) are required to have an annual panel review with their assessor.

Year 3

Year 2

panel review

transfer event

Those students who commenced their studies in October are required to have the panel review meeting by the 30th September of the following year to a align with enrolment. Students complete a transfer report and undergo an oral review. The event is assessed and a report by the assessor is submitted to the URKEB. The event should take place 12-18 months after the start-date for full-time students and 24-36 months after the stat date for part-time students.

annual report & panel review

As above.

pre-submission

At least 3 months before the submission of the thesis, the DoS should make a formal application to the URKEB for approval of examination arrangements.

submission

Thesis submitted to IRO once examination arrangements are approved. Students are not enrolled for examination until the thesis has been received.

examination

DoS arranges the time, data and venue for the oral examination, in consultation with the examiners and notifies the secretary of URKEB who will formally notify the candidate.

award

Graduation. All degrees must be conferred by Senate, and the relevant final copies of the thesis submitted to the Graduate School 6 weeks before the date of graduation ceremony.

Research Study at UWS: A Guide

Section 4

NOTES: 1. Students commencing studies in October must submit the annual report by the 30th June of each year to align with enrolment. 2. Reports will continue to be submitted annually until the student has submitted their thesis. 3. Annual panel review meetings must take place for all research students who are not writing-up. Those students who commenced their studies in October are required to have the panel review meeting by the 30th September of the following year. 4. Students will be conditionally enrolled pending submission of progress reports. Those students who fail to follow progression procedures will be withdrawn. 4.2 Transfer Event

to aim expressly for the MPhil degree.

Students who are registered as MPhil/PhD normally transfer their registration to PhD.

Student’s Transfer Report

The transfer event should function as a mini viva examination, providing students with an opportunity to present their research findings to an audience which consists of the supervisory team, other students, external persons if relevant, and the assessor. The purpose of the event is to ensure, in overall terms, the continuing viability and originality of the research project and that the student is capable of completing a PhD. The following should also be noted:

•

The transfer event should be held at 12-18 months for full-time and 24-36 months for part-time students • IRO to be notified of the transfer event at least 3 weeks in advance and informed of the date, time, venue by email • All practical arrangements should be made by the director of studies • Details of all transfer events should be circulated to other students within the respective School While most students progress to PhD after this assessment, the assessor may decide that the student should be registered for an MPhil only or that further development of the research is necessary before a decision can be made. The student will then continue to be registered for an MPhil/PhD. Students can also decide at this point that they want 10

Section 4

At least seven days prior to the transfer event, students must submit two copies of their transfer report to IRO (one copy is held on file and one sent to the assessor). The report should:

• •

Be 3000-7000 words long Provide information on progress to date, showing what has been achieved both in the research and through any recommended programme of concurrent or related studies • Define the aims and objectives of the study and state how the programme is to develop and what is still to be done • Include a timetable, setting out intentions over the remaining period of the research programme. The student should be aware of the expected completion date and plan writing, submission, viva and conferment to within four years of the start date of the research • Include a statement on the resources required to complete the work to MPhil or PhD level (as appropriate), in terms of specialist equipment and access to data. Additionally, each student should have a dossier containing any associated workbooks/details of experiments or surveys conducted, papers or publications resulting from the work to date and provide a copy of the Personal Development Plan. This should Research Study at UWS: A Guide

be available to the assessor if required as background to the presentation.

4.3 Modifications to registration

Assessor’s Report

No change can be made to a student’s registration without prior notice to the Secretary of the URKEB and approval by the URKEB. It is the responsibility of the Director of Studies to ensure that requests for modification are submitted to the Innovation and Research Office for approval by the URKEB. Please note that changing your registration (for example, from full to part-time study) may affect the stipend you receive.

The assessor reports to URKEB using a standard proforma. It is common practice for assessors to indicate their views at the conclusion of the event itself. At the event, the assessor, in addition to exploring the student’s knowledge and understanding of the research, will seek to establish that the schedule of remaining work is achievable and that, where PhD is the aim, the programme of research is likely to result in an original contribution to knowledge. The effectiveness of the supervision and collaboration arrangements (where appropriate) will also be explored. This will include discussion of the student’s Personal Development Plan. In the event of problems with the research programme and if the URKEB decides there is a need to represent material, a further review event may be organised but usually no earlier than three months after the original event. Director of studies and assessors need not confine themselves to judgements based exclusively on the transfer event. On occasion, the director of studies and assessor may wish to explore matters in greater detail with research students after the transfer presentation. This is entirely at the discretion of the DoS and assessors. Both should be satisfied that they have enough information to make a judgement on the research student’s progress and are able to advise the URKEB accordingly. While most students progress to registration for PhD, this is an academic assessment based on the progress and quality of the research and whether this is likely to make a significant contribution to knowledge.

Research Study at UWS: A Guide

Procedures to change registration

Termination of registration Where the student’s progress is deemed to be unsatisfactory, or it is considered that the research is unlikely to lead to a successful outcome within a reasonable time, the URKEB has the right to terminate registration. Termination of registration may also result from non-compliance with the University’s agreed Regulations. Transfer to or from another university When a Director of Studies transfers to another university, normally to take up a new appointment, then a student may consider the merits of a transfer to the new university, to maintain a supervisory relationship with the Director of Studies. In addition there may be circumstances particular to a student which can create a need to transfer to another university. In any event the precise circumstances pertaining to any proposed transfer must be notified to the Innovation and Research Office (IRO) at the outset. The following provides a guide for transfers involving the University of the West of Scotland, and it should be noted that other universities will have their own requirements to be met for participation in any transfer of students. Please note that there are different regulations which affect the transfer of overseas students. For more information about these please contact the Innovation and Research Office. Section 4

Transfers from the University of the West of Scotland (a) when a member of staff who is a current Director of Studies is appointed to another University then the future position of the research student must be considered by both Director of Studies and student at the earliest opportunity. The Director of Studies shall be responsible for raising and discussing the options with the student for transfer to the university or for completing the research programme at the UWS. (b) the Innovation and Research Office (IRO) should be notified at the outset of any subsequent decisions/agreement between the student and the Director of Studies. (c) the Director of Studies shall liaise with the receiving University as to their conditions for agreeing to a transfer. In the event that supporting documentation is required by the receiving university then this will be supplied by IRO on request, and IRO will request written confirmation from the receiving university that the student has been accepted. (d) the Director of Studies shall liaise with any funding bodies and/or collaborators responsible for providing financial support to the student and/or project regarding transfer of registration to the other university. The Director of Studies shall obtain written agreements from all funding bodies and or collaborators associated with the student and or project. (e) if a student is funded internally by UWS then such funding will not transfer with the student. If the student is funded from an ongoing research contract that will remain at UWS, then the Director of Studies must liaise with IRO and or the Finance Office to examine the 12

Section 4

contractual arrangements pertaining to the student and the research contract. (f) the transfer of any student shall be with the agreement of the Dean of School. If a student is unwilling or unable to transfer to another university, the School will make every effort to appoint an alternative Director of Studies. (g) if a request to transfer is made by a student for reasons other than to accompany a Director of Studies, then the School and IRO will assist the student in dealing with the conditions and requirements of (a) to (f). Transfers to the University of the West of Scotland (a) the Innovation and Research Office should be advised at the outset of any proposed transfer. (b) a transfer to the university involving credit for research commenced elsewhere must be evidenced, and will be subject to approval of the URKEB and Senate. Confirmation is required that a Research Training Programme has been successfully completed otherwise this programme must be undertaken at UWS. (c) a proposed candidate must be in a position to register for a minimum of 12 months (full-time) or 24 months (parttime), and pay the appropriate fees to be eligible for registration for a higher degree. (d) the incoming Director of Studies (or the prospective research student if he/she is not transferring with a supervisor) will be responsible for obtaining the following documentation: (i) a completed UWS research student application form; (ii) letter of agreement from any funding body or collaborator associated with the student and or the project;

Research Study at UWS: A Guide

(iii) statement of satisfactory student progress from the sending university, confirmation of periods of registration, confirmation of the degree the student is currently registered for, and confirmation that all fees have been paid; (iv) agreement from the Vice Principal (Research and Commercialisation) if internal funding or other support is required from the university; (v) agreement from the Head of the receiving School; (vi) if a student wishes to transfer to UWS for reasons other than to join a supervisor, then the circumstances should be made clearly in a supporting statement. The receiving School and IRO will assist the student in dealing with the requirements outlined above. (e) The application form and associated documents shall be submitted to the Innovation and Research Office (IRO). Subject to agreement, and acceptance by the receiving School, a case will be submitted to the URKEB and Senate for approval.

Research Study at UWS: A Guide

Section 4

5 Help/Advice If a student has concerns about any aspect of the research programme, he or she should discuss these with the Director of Studies or any member of the research team. If this is not appropriate, the Dean should be consulted. If difficulties persist, the student should contact the URKEB and/or the Graduate School Review Board via the the Graduate School. Whenever difficulties arise, it is essential that prompt resolution is sought. In matters relating to registration, a studentâ&#x20AC;&#x2122;s status or funding, guidance may always be sought from the Graduate School. Problems of a personal nature should be discussed with the Universityâ&#x20AC;&#x2122;s Student Services. A PhD programme that makes good progress usually leads to the production of a thesis towards the end of the third year of full-time research (six years for part-time research) and to an oral examination soon afterwards (please see page 5 for the minimum and maximum periods of registration).

Section 5

Research Study at UWS: A Guide

6 Thesis Completion/ Submission 6.1 Preparing the thesis for submission A student preparing a thesis for examination should first carefully read University Regulation 8.12, which details the required format and gives guidance on the maximum length of the thesis. You should also consult British Standard 4821 Recommendations for the Presentation of Theses and Dissertations: 1990. A copy is available for consultation from the Graduate School on request or in the University Library for reference. BSI has officially withdrawn this standard, but it should still be consulted as it provides best guidance in the presentation of print theses. The thesis submitted for examination does not require at that stage to be in permanently bound format but it must be bound in a soft or spiral binding so that pages cannot become disordered or removed. In the case of the MRes this is the final format. At the pre-examination stage, care should be taken to ensure that the work conforms to the requirements specified in University Regulations and the British Standards document referred to above. This will facilitate the production of the final, bound thesis, which is required before the award of MPhil and PhD may be conferred. The student’s responsibilities in respect of submission of the thesis for examination are given in Regulation 8.5.7. The University will view with utmost seriousness any evidence of plagiarism or cheating.

Research Study at UWS: A Guide

6.2 Submitting the thesis A thesis may not be submitted for a Higher Degree by Research to the examiners until examination arrangements have been proposed, normally by the Director of Studies, and formally approved by the URKEB. The thesis will normally be submitted for examination only when the student and the Director of Studies have agreed that this is appropriate. However, the guidance contained in Regulation 8.5.3(g) should be noted, since this acknowledges the student’s right independently to submit a thesis. The thesis should be submitted by the student or Director of Studies to the Innovation and Research Office, where its receipt is recorded and copies issued to all members of the approved examining team. 6.3 Amending and submitting the thesis after examination After the examination, when the examiners’ recommendation has been received by the Secretary of the URKEB, minor amendments and corrections to the thesis are often required. The Regulations require that these changes are approved by the examiners prior to submission of the final copy of the thesis, bound in the case of PhD and MPhil. The URKEB normally expects that any required corrections/amendments will be completed within 2 to 6 months. Exceptionally, where more significant changes or revisions are required, a longer period may be allowed as specified by the examiners at the time of

Section 6

the oral examination. Where a re-submission of the MPhil/PhD thesis is required rather than simply minor amendments/corrections, the maximum time allowable is one calendar year from the date of the examination. (Regulation 8.8.1(a).) However, exceptionally, an extension may be approved. Once any amendments/corrections have been approved by, or on behalf of the examining team, the MPhil/PhD thesis should be bound in the approved format following Regulation 8.12.4. The two bound copies of the thesis for MPhil, two bound and one unbound in the case of PhD or 2 spiral bound copies for MRes must normally be received by 6 weeks prior to enrolment for graduation. Students are not enrolled for graduation until the bound copies are received by the Graduate School. The Graduate School also requires an electronic copy of the thesis. 6.4 Binding of the thesis after examination It is important to conform to University conventions on binding and lettering. The the Graduate School can provide details of a local printing company which is familiar with the Universityâ&#x20AC;&#x2122;s binding requirements. Theses that do not follow the accepted style may have to be re-bound at a studentâ&#x20AC;&#x2122;s own expense.

Section 6

Research Study at UWS: A Guide

7 Examination At least three months before the submission of the thesis, whether for MRes, PhD or MPhil, the Director of Studies should make a formal application to the URKEB for approval of examination arrangements. The examination of the thesis by external examiner, together with the oral examination or viva, provides the final judgement on whether the research has made a significant contribution to knowledge.

Directors of Studies should ensure that their students are aware that they must submit the thesis (one copy for each examiner in soft or spiral bound format) to the Innovation and Research Office. The Universityâ&#x20AC;&#x2122;s Innovation and Research Office issues all formal communication with external examiners. This means that the Innovation and Research Office, and not the Director of Studies, will send out theses to external examiners.

All higher degree candidates are examined by a team which must include at least one external and one internal examiner. Both must have experience in the examination of postgraduate research students in the UK. Where the candidate is a member of the permanent staff of the University, an additional external examiner must be appointed. It is important that external examiners are able to give assurance on the comparative standard of any thesis.

The Director of Studies should arrange the time, date and venue for the oral examination, in consultation with the examiners, and then notify the Secretary of the URKEB.

The title of the thesis is also subject to final Board approval at this stage and once formally approved it may not be amended. Care should be taken to give the capitals and syntax correctly as this will appear in the published thesis and the degree parchment. After the examining team has been approved the Innovation and Research Office will inform examiners of their appointment and send out the thesis as soon as it is submitted along with the appropriate paperwork and guidelines.

Research Study at UWS: A Guide

Upon receipt of this information from the Director of Studies, the Secretary of the URKEB will formally notify the candidate and examining team of the arrangements for the examination. The examination form will then be issued by the Secretary of the URKEB to the internal examiner, who is responsible for its completion, signature and return, immediately after the event. At the successful conclusion of a research programme, the Board will ask Senate to award the MRes, MPhil or PhD degree. Students must continue to enrol until they have been awarded their degree by Senate. Examination results Each examiner will submit a preliminary report to the Secretary of the URKEB in advance of the oral examination or, in

Section 7

exceptional circumstances, on the day of the oral examination. All forms will then be sent to the internal examiner. These forms are to be taken to the oral examination by the internal examiner for discussion with examining team and submitted after the examination with the Joint Examiners’ Report. See Regulation 8.7.1 (a) and 8.7.4 (b). At the oral examination, the examiners are asked to assess jointly whether the thesis and the candidate’s defence of it satisfy the requirements for the award of the degree. Should the examiners consider that the award is not appropriate, they may consider whether the thesis meets the criteria of the MPhil or MRes. After the examination, where the external and internal examiners agree on the result, they will complete a joint report, including the agreed recommendation. The examiners’ recommendations will normally be one of the following: - Award - Minor Corrections - Significant Revisions/Re-Examination - Change of Award (ie. the candidate be awarded MPhil/MRes or resubmit for MPhil/MRes) - No Award Where the examiners consider that the thesis meets the criteria of the higher degree by research, Master of Philosophy or Masters of Research, although the candidate submitted for either the PhD or MPhil, they may recommend the award of the other degree. The recommended decision and detailed information on any amendments agreed by the examining team, which are still subject to ratification by the University, should be communicated to the candidate at the conclusion of the oral examination. External examiners are also asked to give a brief written report on the oral

Section 7

examination and confirm whether the conduct of the examination was fair and consistent. They are also asked if the standard of the candidate’s work is consistent with that of higher degrees by research of other UK universities. Candidates should submit bound copies of the thesis for MPhil and PhD to the Innovation and Research Office, normally two months prior to the intended graduation. The examiners’ conferment recommendation is then submitted for the approval of the URKEB and subsequently of Senate. Candidates will be informed formally of the examiners’ recommendation by the Innovation and Research Office once this has been approved by the URKEB and by Senate. Award of the Degree At this point Senate can confer the award of the degree of MRes by research and the candidate can proceed to graduation. In the case of the MPhil and PhD the award is dependent on receipt of the final, approved version of the thesis - two bound copies and one electronic copy (for PhD only). In the case of the MRes, the candidate must lodge two spiral bound copies of the final thesis with the University. All degrees must be conferred by Senate, and the relevant final copies of the thesis submitted to the Graduate School 6 week before the date of graduation ceremony. Appeals University procedures for Appeal/Review of an examination outcome are detailed in Regulation 8.9. Any student wishing advice on the appeal process should consult the Director of the Innovation and Research Office in the first instance.

Research Study at UWS: A Guide

8 Personal Development Planning (PDP) Recruitment at doctoral level is highly competitive and it is important for you to have experiences and training outside the confines of your research area. IRO aims to provide key skills training for all researchers and your participation in any university or extended training should be recorded in a PDP portfolio. PDP supports personal development in focussing aspirations and increasing motivation and confidence. It is a reflection on your skills and allows you to critically analyse progress and performance and prepare for employment. The development of your PDP will be discussed with your Director of Studies before submission of each annual progress report and major additions noted. The PDP is also considered at the Transfer Event. You are advised to create sections in the portfolio and collate details of any achievements. The director of studies might identify areas in need of short term attention and longer-term It is recommended that students follow Vitaeâ&#x20AC;&#x2122;s Researcher Development Framework. www. vitae.ac.uk development. Guidance on the preparation for PDP is available online (see Appendix 1).

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Research Study at UWS: A Guide

9 General Support and Information 9.1 ICT

9.2 Student Services

Should you have any problems with your PC or email/Internet services on campus, the ICT Service Centre is your first point of contact (x3999 or email helpdesk@uws.ac.uk). They will log a call for you. Please be prepared to provide your banner ID and be able to provide any additional information for security purposes in the event that you do not have your banner ID card with you. â&#x20AC;ŻCalls logged are in the range of High, Medium or Low.â&#x20AC;Ż

http://www.uws.ac.uk/about-uws/ services-for-students/studentadministration/

Student Email All students receive a student email account which is activated on enrolment. To access your student account go to http://www. uws.ac.uk/studentemail/. Your user ID is bannerid@studentmail.uws.ac.uk (your banner id can be found on the bottom left-hand corner of your student ID card) and your password which will initially be set to uws and your Date of Birth as a 6 digit password (uwsddmmyy). Staff Email In the past, the majority of research students have also been given a staff email account. IRO provides ICT with details of new students in order that accounts can be created. The staff accounts then need to be authorised by the Director of IRO and an acceptable use agreement form signed by the student. Research students are advised to forward their student email onto their staff email account to ensure all university announcements are received.

Research Study at UWS: A Guide

Student Services provides guidance, information and advice throughout your studies. They have a presence on all campuses. A leaflet detailing their services is available from Student Services. 9.3 Library Information regarding the wide range of Library resources and services available to researchers can be found on the UWS Library website. The website can be accessed from on or off campus and gives access to the library catalogue in addition to online resources and a range of useful guides. www.uws.ac.uk/library The Subject Librarians will be your main library contacts. They are specialists in the literature and resources of their subject area and can help you make the most effective use of library services. Individual and/or small group tutorials can be arranged covering topics such as: Access to online databases and journals; Keeping up-to-date; Reference Management Software (EndNote); Document delivery methods; Journal Ranking Tools, and more. To speak to your subject librarian just call in to your campus library or check the contact details on the library website. UWSLibrary is a member of the SCONUL Access scheme which allows research students to use other University libraries within the UK and Ireland. Further Section 9

information is available from: www.access. sconul.ac.uk If you have any questions or comments regarding library resources or services, or if you require any further information please contact your subject librarian or email: library@uws.ac.uk 9.4 The Research Students’ Society (RSS) and SAUWS The Research Students’ Society is a studentrun organisation which is both a forum for students to meet, socialise and share their experiences of research, as well as a voice for the representation of student issues at key University, School and Department level meetings. The society welcomes input from its members on activities and events they would like to attend. Representation on all campuses ensures that meetings and events are easy to attend no matter where students are based. The society is also affiliated with the UWS Students Union as part of its overall Postgraduate Society. The RSS is administered by School Representatives whom are registered research students. Elections are held annually in November and all students may nominate themselves for appointment. There is currently a vacancy for a President and Secretary of the Research Student’s Society. Please contact Charlie Fielding, PGR Recruitment and Progression Officer if you wish to be considered. Current School Representatives, who can be contacted with any queries, are: Faculty of Education, Health and Social Sciences School of Education and Graduate School Review Board student representative – Marjorie McCrory

Section 9

(Marjorie.McCrory@uws.ac.uk) School of Health, Nursing and Midwifery – Elizabeth Maitland (Elizabeth.Maitland@ uws.ac.uk) School of Social Sciences and University Research and Knowledge Exchange Board student representative – Geraldine Clark (Geraldine.Clark@uws.ac.uk) Faculty of Business and Creative and Cultural Industries School of Business – Ramya Kadali (Ramya.Kadali@uws.ac.uk) School of Creative and Cultural Industries – Vacancy Faculty of Science and Technology School of Engineering – Peter Childs (Peter. Childs@uws.ac.uk) School of Computing – Amanda Wilson (Amanda.Wilson@uws.ac.uk) School of Science – Samantha Yuille – (Samantha.Yuille@uws.ac.uk) Should you have any concerns that you feel should be considered at Board level, these should be conveyed to your Student Representative and raised at the relevant Faculty Executive meeting in the first instance. If your concern is not resolved at this level then your Student Representative will feedback your concern to the Student Representatives on the Graduate School Review Board and University Research and Knowledge Exchange Board to be raised at the relevant committee. 9.5 Health and Safety Once enrolled as a student of the University, all students are formally covered by the University’s insurance policies regarding matters of health and safety. However it is important always to take due care and all students should attend the Safety

Research Study at UWS: A Guide

course offered as part of the Training and Induction Programme as well as other appropriate Health and Safety training. This is particularly important in laboratorybased subjects where the control measures contained within risk assessments and the detailed guidance of supervisors and technicians should always be followed. The University’s Student Handbook “Information for Students” (available from Student Administration on request) contains general health and safety guidelines for all students. School guidelines and University Health and Safety policies will highlight aspects of work that may need special attention from a health and safety viewpoint. Advice on all aspects of health and safety may be obtained by phoning Katrina Zeilinski on ext 3926 Email: katrina.zeilinski@uws.ac.uk The Health and Safety Office is located in room B207, Richardson Building.

Research Study at UWS: A Guide

Section 9

Change of Circumstances/ personal Details It is imperative that any changes to a student’s financial situation occurring after enrolment are notified to the University’s Innovation and Research Office without delay. Changes of address or personal details must also be notified as soon as they occur to the Graduate School to ensure the accuracy of centrally held information and the University’s ability to contact students at all times.

Section 10

Research Study at UWS: A Guide

11 Debt Policy Students experiencing financial difficulties in repaying their University debts must contact the Finance Office on 0141 848 3351 to discuss their account. Depending on circumstances we may be willing to arrange a mutually agreeable payment plan. In the event of non-payment, the University reserves the right to:

• Withhold the issuing of Degree, Diploma • • • • • •

and course completion parchments and letters Prevent the registration for continuation of programmes Exclude students from University facilities (i.e. Moodle, Library, Sports Centre etc…) Take legal action where deemed necessary Evict students from residences/flats (accommodation debts only) Non-registration for end-of-semester examinations or withholding of examination results The University has the right to refuse credit facilities to students who in previous years, defaulted on their instalment dates.

Research Study at UWS: A Guide

Section 11

Appendices Appendix 1 - Sources of Further Information and Forms 1. Quality Assurance Agency (QAA) www.qaa.ac.uk/Publications/ InformationAndGuidance/Pages/Code-ofpractice-section-1.aspx 2. UWS Strategic Plan www.uws.ac.uk/WorkArea/ DownloadAsset.aspx?id=2147492652 3. University Regulations (Research Degrees) http://www.uws.ac.uk/current-students/ rights-and-regulations/regulatoryframework/ 4. Personal Development Planning (PDP) http://www.uws.ac.uk/about-uws/ services-for-staff/capled/strategies-andpolicies/ 5. Graduate Junction www.graduatejunction.net

Appendix 2 - Key Policies The Bribery Act 2010 (the Act) came into effect in July 2011. The Act introduces offences for acts of bribery by individuals or by persons associated with relevant commercial organisations. The University has a bribery policy and further information on this can be found http://www.uws. ac.uk/WorkArea/DownloadAsset. aspx?id=2147495258 In some cultures it is custom to offer gifts to supervisors or to those persons who have been of assistance. At UWS staff are unable to accept gifts, as such, we ask you to refrain from offering gifts in order to avoid embarrassment. Plagiarism Cheating and plagiarism are defined by the University as the attempt to gain an unfair advantage in an assessment by gaining credit for work of another person or by accessing unauthorised material relating to assessment. Plagiarism is defined further as the use of the work of other students, past or present, or substantial and unacknowledged use of published material presented as the student’s own work. It includes the following:

•

the extensive use of another person’s material without reference or acknowledgement • the summarising of another person’s material by changing a few words or altering the order of presentation without reference or acknowledgement • the substantial and unauthorised use of the ideas of another person without acknowledgement

Appendices

Research Study at UWS: A Guide

•

copying the work of another student with or without the student’s knowledge or agreement • deliberate use of commissioned material which is presented as one’s own • the unacknowledged quotation of phrases from another’s work

to give consent. In most cases potential research participants must be given information sheets describing the nature of the project. Pressure must not be put on people to take part in research, and those who initially agree to participate must be free to withdraw at any time.

Should you have any concerns about plagiarism please speak to your director of studies. Plagiarism is viewed extremely seriously and will be investigated and dealt with by the University. All students and staff should be aware of the repercussions of plagiarism and familiarise themselves with the University plagiarism policy (see Appendix 1).

Health research involving patients, or where samples are drawn from medical records, must have approval by either a health board or NHS Trust research ethics committee. Students wishing to conduct research with patients must also obtain approval from the Faculty Ethics Committee.

Research ethics All research projects or procedures conducted by research students and or staff which involve human subjects or human material or risk to the researcher must be evaluated for ethical approval. Initially a Director of Studies should indicate on the application form that ethical issues have been identified and have been considered by the Head of School. Subsequently when the project begins to take shape, the Director of Studies and the student should submit an application to the Head of School in which detailed consideration is given to the processes and procedures that require ethical evaluation. The project should be referred to the School Ethics Committee The School Ethics Committee may decide that the application should be referred to the Overall Ethics Committee for more detailed consideration. Ethical guidelines and forms for applying for ethical approval are available online. Research students should ensure that projects using human subjects have ‘informed consent’ from potential participants. Consent must also be voluntary and the participant must be competent 26

Research Study at UWS: A Guide

Intellectual property agreement What is Intellectual Property? Intellectual property is the output of a person’s imagination and intellect, whether literary, artistic, scientific or technological. Academic members of staff who are engaged in research activities may produce new ideas on a daily basis, and the University as their employer, is responsible for the ownership and management of these new ideas. These rights include patent rights, copyright, design right and know-how. Intellectual property includes, for the typical research student, a thesis of anything between 20,000 and 80,000 words, and sometimes perhaps an invention. While students are not employees of the University, it is usual for the University to require that students who will be engaged in research activities assign their intellectual property to the University. The University then accords the same terms and conditions to students as it does to staff in the field of intellectual property, and the same assistance with exploitation, where potential for this is identified. This applies for both undergraduate and postgraduate students on programmes with a research element. The University will take first responsibility for leading the commercial exploitation of any Appendices

new inventions, and will share the returns on any commercialisation with the host School(s) and the Inventor(s) as follows:

• On the basis of an evaluation of individual • •

contributions of the Researcher(s). The distribution will be determined in negotiations by the University Secretary. Agreed costs will be set against income prior to distribution. In the event of disagreement, the Researcher(s) will have the right of appeal to the Vice Principal (Research and Commercialisation) or equivalent.

What if the University does not wish to exercise its option to exploit? The University Secretary should decide within three months to re-assign to the student any intellectual property rights in inventions which the University decides not to exploit. The student is then free to seek exploitation of his work without further recourse to the University. Continued ownership by the University of those inventions it does seek to exploit is to be reviewed within 18 months. Confidentiality and Intellectual Property Undertaking At enrolment all students of the University sign an undertaking to abide by the Regulations and associated guidelines. In terms of intellectual property rights and confidentiality, this means that enrolled research students agree:

•

That, as matriculated students of the University of the West of Scotland undertaking research and preparing a thesis or dissertation, they may obtain or have access to information which the University has an obligation or commercial need to keep confidential. They therefore undertake to preserve complete confidentiality in relation to any information identified to them as confidential and not to disclose or in

Appendices

any way permit the disclosure of such information without the prior consent of the University (which shall not be unreasonably withheld). • Also to assign to the University any intellectual property rights which they may acquire in respect of any research work carried out as matriculated students of the University, on the basis that the University may choose to exploit intellectual property thus assigned and any profits will be distributed between the individual(s) and the University according to the agreed University policy. • That, in the event of any dissatisfaction they may have arising from the above, they may appeal to the Vice Principal (Research and Commercialisation) or equivalent for arbitration through an appropriate University mechanism. Research misconduct Institutions and individuals have been subjected over the last decade to considerable pressure to become more competitive in research. In the light of this pressure, it is essential to ensure that the highest standards of scientific integrity are maintained. The first responsibility for the maintenance of scientific integrity lies with the individual scholar and researchers. In general terms, research misconduct can be recognised to cover three broad categories; piracy, plagiarism and fraud. Additionally, collusion in, or concealing the misconduct of others is, in itself, misconduct. Allegations of research misconduct made against either an employee or a student will be dealt with through the University’s ‘Procedure for Dealing with Allegations of Misconduct in Research’ (see Appendix 1).

Research Study at UWS: A Guide

Appendix 3 - Principles of Good Research Practice At the heart of all research endeavour, regardless of discipline or institution, is the need for researchers to be honest in respect of their own actions in research and in their responses to the actions of other researchers. This applies to the whole range of research, including experimental design, generating and analysing data, publishing results, and acknowledging the direct and indirect contributions of colleagues, collaborators and others. While recognising the need for researchers to protect their own research interests in the process of planning their research and obtaining their results, the university encourages researchers to be as open as possible in discussing their work with other researchers and with the public. Once results have been published, where appropriate, the university expects researchers to make available relevant data and materials to others, on request. Good research practice includes the following aspects of behaviour:

â&#x20AC;˘

Documenting results carefully and accurately Throughout their work, researchers are required to keep clear and accurate records of the research procedures followed and of the results obtained, including interim results. This is necessary not only as a means of demonstrating proper research practice, but also in case questions are subsequently asked about either the conduct of the research or the results obtained. â&#x20AC;˘ Securing and storing primary data Data generated in the course of research must be kept securely in paper or electronic form, as appropriate. The University expects such data to be securely held for a period of ten years after the completion of a research project, as required by several Research Councils.

Research Study at UWS: A Guide

Appendices

Primary data produced at the University as the basis for publication should be stored at the University, for a period at least as long as that required by any sponsor which has funded the research. If the principal investigator subsequently moves to another position outwith the University these records will be retained by the University and will be available to the investigator to use and to copy. Under any circumstances, all confidentiality or legally binding agreements that were in place at the time of undertaking the research, or subsequently agreed in the event of commercialisation, will remain unaffected, all other things being equal. Storage of primary data is essential for reproducibility, both internally and by external laboratories, and is therefore a sine non qua of good research. The loss of primary data is common to cases of research misconduct and justifies a prima facie assumption of dishonesty or negligence. Data may be stored on space saving techniques, where appropriate (such a as disc or CD-ROM) but it is important that data is retained at the University even following relocation of principal investigators to other institutions, irrespective of statutory or professional obligations. In addition, the maintenance of laboratory notes is increasingly important for the protection of intellectual property. Researchers should record all research data and methodologies clearly in bound notebooks with sequentially numbered pages, or in an equivalent manner, as appropriate. Best practice indicates that entries should be made using indelible materials and be recorded and dated on the day the results were obtained. Corrections to entries should be noted clearly as such and must be dated and signed. No pages should be removed from the notebook, as this could Appendices

raise doubts in inquirers’ minds about the genuineness of the documentation. These measures are very important in order to prove authenticity in the light of a legal challenge. A backup of records and software should also be taken and retained in secure storage, separate from the originals. The use of a suitable fireproof safe is recommended for this purpose, wherever possible. It is recognised that not all research materials are in the form of printed text or computer software. The use of tape recording (sound and video) photographs and other machine-generated printouts also provide supporting material to some forms of research endeavour. Where these mediums are being used as part of the research records, the resultant documents and recordings should be clearly referenced in the research notebook with appropriate identification and reference numbers. If possible, the originals of these items should be affixed to the main notebook, but otherwise these should be maintained in a secure location together with the other supporting documentation. Copies should also be taken and stored with the other copy material. (Further advice on keeping a laboratory notebook is available from the Innovation & Research Office website).

• •

Questioning one’s own findings Maintaining confidentiality of information received as a result of research, examining, refereeing or other related activities • Attributing honestly the contribution of others (acknowledgements, coauthorship etc.) In all aspects of research, the contributions of formal collaborators and all others who directly assist or indirectly support the research must be properly acknowledged. This applies to any circumstances in which statements about the research are made, Research Study at UWS: A Guide

including provision of information about the nature and process of the research, and in publishing the outcome. Failure to acknowledge the contributions of others is regarded as unprofessional conduct. Conversely, collaborators and other contributors carry their share of responsibility for the research and its outcome. Guidelines on authorship are provided by the International Committee of Medical Journal Editors, agreed by over 400 journals (the “Vancouver Group”). These guidelines state: “All persons designated as authors should qualify for authorship. The order of authorship should be a joint decision of the co-authors. Each author should have participated sufficiently in the work to take public responsibility for the content. Authorship credit should be based only on substantial contributions to (a) conception and design, or analysis and interpretation of data; and (or) to (b) drafting the article or revising it critically for important intellectual content; and (or) (c) final approval of the version to be published.” Inclusion in the list of authors on the basis not of contributions to the work under the three conditions quoted above, but through other associations with the work, is to be employed with great care. The researcher, when submitting the publication for consideration, should be aware of the conventions of authorship in use by the chosen journal. It is worth noting that the Biotechnology and Biological Sciences Research Council (BBSRC), in their statement on safeguarding good scientific practice, specifically state that they consider that “...the practice of honorary authorship is unacceptable”. The ethical obligation to recognise the work of others who do not merit authorship can be realised via acknowledgements (i.e. 30

Research Study at UWS: A Guide

of technical, financial, material or other support) or citation (to give due recognition to external sources of information and/or publications drawn on).

•

Adhering to current legislation - e.g. for safety; obtaining permission to work with human subjects; reporting to appropriate bodies on use of animals, radioisotopes, Gomes, dangerous pathogens etc.

•

Demonstrating integrity, both by ensuring funding applications contain only accurate information and in the usage of funds according to the funding bodies’ specified terms.

Principal Investigators and those responsible within Faculties for authorising external applications are responsible for taking all reasonable measures to ensure accuracy of information included in funding applications. The University - primarily through the Heads of School - also has a responsibility to ensure that research misconduct does not occur. Appendix 4 - Detailed Responsibilities The Head of School The URKEB is responsible for the overall management of research programmes. However, it is the Head of School who accepts responsibility for local arrangements. While these arrangements may be delegated to another senior academic within the School they remain ultimately the Head of School’s responsibility. The Head of School should:

• Approve or reject applications for higher degrees by research.

• Ensure that the research proposal is in line with the guidelines and procedures on Misconduct in Research (in consultation with the DoS).

Appendices

• Ensure, where required, that the research

proposal is submitted to the School ethical committee and/or the Ethics Committee (in consultation with the DoS). • Organise supervisory teams and nominate DoS ensuring the provision of high-quality supervision and that staff have enough time to discharge duties effectively. • Ensure adequate resources for research students in relation to work-space, laboratory needs, access to external advice or collaboration and programmes of supplementary activities. • Ensure that research students engaging in part-time teaching/demonstrating have adequate support and access to suitable training. • Encourage staff development and training in matters of effective supervision. • Ensure that reports and forms concerning registration and progress are submitted to the IRO at the appropriate times. • Create a lively research culture with an intellectual climate supportive of research • Act in the capacity of personal tutor to research students within their School, or to appoint a member of staff to act in that capacity. The Director of Studies Directors of Studies/Supervisors should:

• Ensure that the research proposal is in line

with the guidelines and procedures on Misconduct in Research (in consultation with the Head of School). • Ensure that the research proposal is submitted if necessary to the relevant School ethical committee or University Ethics Committee. • Ensure the supervisory team has the requisite balance of experience and expertise. • Ensure supervisors have the time to discharge properly their duties to students. • Establish a clear understanding of Appendices

expectations between him/herself and the student. • Provide guidance to the student about the nature of research and the standard expected. • Familiarise him/herself with the Regulations and procedures for enrolment, registration, and further stages of the research degree process so that specific guidance can be given to students. • Give advice to the student about planning the research programme, literature and sources, attendance at taught classes, research techniques, and issues such as plagiarism. • Maintain regular contact with the student and be accessible to the student at other times when advice may be required. • Provide detailed advice to the student on the necessary completion dates of successive stages of the work. • Ensure that the student provides written work, as appropriate, and to return such work to the student with constructive criticism within a reasonable period. • Ensure that the student maintains a record of ongoing work and discussions, meetings and presentations. This should as far as possible be kept electronically rather than taking the form of a record book so that it can be incorporated into CVs and personal development records. This record should also be available for the assessor at the transfer event and form part of the basis for the assessor’s recommendation. • Ensure that the student has a Personal Development Plan and that this plan is updated both for areas of past development and future plans and requirements.

Research Study at UWS: A Guide

• Arrange and attend events which give

the student the opportunity to talk about their work. For example, staff or graduate seminars, mock oral examinations. • Prepare the student for the viva examination (normally this would include arranging a mock viva). • Ensure that the supervisory team is working together and that each member is aware of their responsibilities. • Recommend examiners and make application for approval of examination arrangements taking into account the schedule of meetings of the URKEB. • Ensure that all necessary reports and forms concerning registration and progress are submitted to the Head of School and the Innovation and Research Office, at the appropriate times. The Student Students also have responsibilities that they must fulfil. The thesis is independent and original research undertaken by the student and the student therefore has prime responsibility for the research project and timetable. Students should:

• In consultation with the supervisory team, ensure that the research proposal is in line with the guidelines and procedures on Misconduct in Research.

• In consultation with the supervisory

team, ensure that the research proposal is submitted as necessary to the relevant School ethical committee, the Overall Ethics Committee and to any relevant professional ethical approval.

• Ensure Health and Safety legislation/ requirements are applied.

• Attend induction and other training events. • Discuss with the supervisory team the type of guidance which is most helpful, and to agree a schedule of meetings. Contact is monitored by the URKEB through the

Research Study at UWS: A Guide

required reports.

• Prepare a plan and timetable for

the research and writing and take responsibility for adhering to that timetable.

•

Ensure that submissions of initial application for registration, for transfer of registration from MPhil to PhD (if appropriate) are made within the appropriate timescale.

• Prepare topics for discussion with the DoS or members of the supervisory team.

• Submit written work as appropriate within an agreed timescale, to members of the supervisory team.

• Maintain a record of ongoing discussions,

meetings and presentations. This should as far as possible be kept electronically rather than taking the form of a record book so that it can be incorporated into CVs and personal development records. This record should also be available for the assessor at the Review event and form part of the basis for the assessor’s recommendation. • Ensure that the Personal Development Plan is updated both for areas of past development and future plans. This plan should be available for discussion with the Director of Studies and the URKEB Assessor at the Transfer Event. • Record the guidance and feedback from the supervisory team. • Take the initiative in raising problems and difficulties as soon as these occur. • Decide when to submit the thesis for examination, taking due note of supervisors’ comments and advice. • Prepare for the viva examination by attending training events, presenting papers, and arranging, with the supervisory team to hold a mock viva. • Adhere to any University policies and regulations.

Appendices

•

Inform the Innovation and Research Office, and Director of Studies of any change in personal details, address or telephone number. All students must adhere to University Regulations and general policies including UKBA Attendance Monitoring and any Visa Regulations (where appropriate), Progression Requirements, Health and Safety, ICT, Security, Research Good Practice, Ethics etc.

Appendix 5 - FAQs 1. Where do I get a status letter from for my bank/my landlord etc? Who signs my Council Tax exemption form? Susan McKenzie in the Graduate School will provide status letters or endorse any forms. 2. Where can I find the progression forms? These can be accessed on Moodle or from Susan McKenzie. 3. I have exceeded the registration period for my degree. What do I do? Do I need to pay fees? Those beyond four years of full-time study or seven years of part-time study can apply for a registration extension. 4. How do I arrange my transfer event? The Director of Studies will make the arrangements for transfer events. You will need to submit your transfer report seven days in advance of the event. 5. I need some training in research methods/presentation skills/SPSS etc. Who do I speak to about this?

1). Your director of studies should also assist with this. 7. I need to extend my Visa. How do I organise this? Make an appointment well in advance of the expiry date with the International Officer (Sue Bailey or Gillian Ashby). The Graduate School will provide a status letter in support of any extension application. Appendix 6 - The Student Offer Enrolled Research Students of the University will have the following Rights:Rights • All students will be offered access to a high quality education experience, which meets the QAA Precepts for Postgraduate Research Programmes, and as defined in the Institution’s Code of Practice for Research Students. • All students will have access to a named Director of Studies and a wider Supervisory Team. • All students will have access to the resources required to undertake their defined research programme, including necessary consumables and/or expenses required to collect data, reasonable printing and access to agreed journals etc. Such resources will be defined and agreed at the outset of the programme of study. • All students will be a member of the University’s Graduate School and will have access to a wide range of Training and Development opportunities, appropriate to the nature and stage of their studies.

Charlie Fielding in the Graduate School schedules the training programme. 6. I am ready to submit my thesis. Where do I find the guidelines about this? In the Research Regulations (see Appendix

Appendices

Research Study at UWS: A Guide

• All students will have the opportunity on an equal basis with other students to be considered for any teaching or other work opportunities which will be promoted openly within Schools. • All students will have the opportunity to engage in Personal Development Planning and will be encouraged to prepare for their choice of career. • All students will be eligible for Membership of the Research Student Society and will be represented in the University by elected members of this body. The Research Student Society shall also provide a social space and focus for a social experience. • Full-time Students will be offered access to their own desk and computing facilities. Parttime students will have access to shared facilities by arrangement locally with the School and/or Director of Studies. (Where full-time students do not make effective use of the facilities provided, these may be withdrawn. Full-time or part-time students who have exceeded their maximum periods of registration and have registration extended may be granted access to facilities on a case by case basis (by arrangement with Schools and/or Directors of Study on an annual basis, against agreed progression outcomes) but will not have an automatic right to dedicated desk or computing facilities. • Access to telephone services will be agreed locally on the basis of need for the individual research study. • All registered students will have access to general facilities. Appendix 7 - Quick Contacts Innovation & Research Office

Charlie Fielding

Studentships, training, stipend payments, conference/student assistance fund. All URKEB and Graduate School Review Board related matters. Issues affecting your studies.

X 3576

Susan McKenzie

Applications, student status, progression forms, Council tax forms

X 3919

Research Study at UWS: A Guide

Appendices

Campus addresses Ayr Campus University Avenue Ayr KA8 0SX Scotland Tel 01292 886000

Hamilton Campus Almada Street Hamilton ML3 0JB Scotland Tel 01698 283100

Dumfries Campus Dudgeon House Dumfries DG1 4ZN Scotland Tel 01387 702100

Paisley Campus Paisley PA1 2BE Scotland Tel 0141 848 3000

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