Research Degrees Handbook

Research Degrees Handbook 2017

1 Research Degrees Handbook 2017

Welcome and Introduction Welcome to York St John University and to the 2017 Research Degrees Handbook. This handbook provides comprehensive information on the University’s research degree programmes. It includes important information such as policies and procedures, the support that research students can expect to receive and the facilities available to them. It provides links to further information such as regulations and details on services and facilities. The University has about 80 research students and 100 research degree supervisors. To support integration of research students into the University’s research environment, each research students is a member of a School, which replaced Faculties in 2016 as part of a restructuring. The University has nine schools: Art, Design& Computer Science Business Education Health Sciences Humanities, Religion & Philosophy Languages & Linguistics Performance& Media Production Psychological & Social Sciences Sport Research students and staff also have opportunities for broader University-wide interactions including research student inductions, courses provided by the Academic Development Directorate, day-to-day interaction in the interdisciplinary Graduate Centre and the Postgraduate Research Supervisors’ Forum. You are encouraged to take full advantage of these opportunities and to become an active member of relevant groups. Your experiences as a research student or supervisor within our research community should help shape your life and your thinking, as well as your CV. We welcome all feedback on this Research Degrees Handbook to help enhance future versions. Please email your comments or suggestions to the Research Development Manager: [email protected]. Wishing you well in your studies throughout the year. Professor Rob Aitken Deputy Vice Chancellor: Research and International September 2017 INDEX

1. Introduction to the Research Degrees Handbook This handbook has been produced to provide information and guidance for research students, their supervisors and other staff. It has been developed from previous York St John University (YSJU) handbooks, derived from the University of Leeds (UoL) Research Student Handbook and UoL Research Supervisors Handbook. It is compiled annually under the oversight of the YSJU Academic Development Directorate (ADD). YSJU gratefully acknowledges permission to reuse UoL material in this handbook. The handbook should be read in conjunction with the appropriate key documentation outlined in section 13. It is vital that all supervisors and research students read the documents appropriate for their programme of study under UoL or YSJU regulations. The Research Student Charter has been jointly created by the University and YSJ Students’ Union to set out what the University expects of a research student, and what a research student can expect from the University and YSJ Students’ Union. Research students and supervisors must also be aware of the contents of this handbook itself, as it gives details of the services and support available at YSJU, and offers advice about action that may be taken if difficulties are encountered during a candidature. Please note that it is research students’ responsibility to notify their supervisor(s), Postgraduate Research Tutor, School Research Leader or Head of School as appropriate as any difficulties arise. During the transition period from the granting of YSJU Research Degree Awarding Powers until all postgraduate researchers (Leeds use this term rather than ‘research student’) registered on UoL research degrees have completed, transferred or left, some research degree candidatures will be under UoL ordinances and regulations and others under YSJU regulations. It is vital that supervisors, examiners, research students and all those involved with research degrees are at all times clear on which regulations apply. Where there are differences in the requirements for YSJU and UoL research degree study these are clearly denoted in this handbook by text displayed as follows: York St John University research degree requirements

University of Leeds research degree requirements

2. National context of research degrees1

2.1 Historical background

The word ‘doctorate’ is derived from the Latin ‘docere’ meaning ‘to teach’. Doctorates emerged in medieval Europe over 800 years ago, with awarding powers originally reserved to the Roman Catholic Church. Early university doctoral training was a form of apprenticeship to a guild and these early doctorates constituted an internationally portable licence to teach. However, the ‘traditional’ British PhD (or DPhil, depending on the awarding body) is a relatively modern creation, having been imported from Germany and first awarded in 1917 by the University of Oxford. While the medieval doctorate was primarily a teaching qualification, these new doctorates placed an emphasis on carrying out high quality research. Additional training or further academic study was almost completely excluded, a pattern that has been increasingly challenged since the early 1990s. Critics of the ‘traditional’ PhD attacked its lack of breadth, the need for additional formal training in research methods and the inclusion of more generic skills training. The result has been the diversification of British doctorates, with new forms emerging such as the four year full-time Engineering Doctorate (the EngD) and the Professional Doctorate in Education (the EdD), while the ‘traditional’ PhD has evolved to include a wider range of graduate training opportunities to prepare research students for a diversity of career paths, not just academia. The result of these changes is that research degrees in Britain have maintained their requirement for high quality research, but research students are also now expected to engage in training in research methods and professional and career development skills. 2.2 HEFCE

The Higher Education Funding Council for England (HEFCE) is a non- departmental public body, which currently carries out work on behalf of the Department for Education (DfE). HEFCE’s role is to fund and regulate universities and colleges in England. They invest on behalf of students and the public to promote excellence and innovation in research, teaching and knowledge exchange. In this process, HEFCE takes steps to ensure accountability and encourages, promotes and rewards good practice, ensuring benefit to the economy and society. It is responsible for the distribution of the University’s recurrent grant for research, covering Quality Research Funding and the Research Degree Programme supervision fund. Both are driven in part by the outcomes of the Research Excellence Framework (REF), which has replaced the Research Assessment Exercise (RAE) for assessing the quality of research in UK higher education institutions (HEIs). The REF is carried out jointly by the four UK higher education funding councils. The REF exercise itself is managed by a single team based at HEFCE, to which universities make submissions of their research in subject-defined ‘units of assessment’. Each submission is assessed by expert panels composed of academics and research users, in terms of the quality of their outputs, the impact of the research undertaken in the submitting unit, and the vitality of the research environment. The resulting quality profiles are not only

1 Derived from Anglia Ruskin’s Research Degrees Handbook.

4 Research Degrees Handbook 2017 used by HEFCE (and the other HEFCs) to help them allocate research funding, but provide benchmarking information and reputational yardsticks, and enable accountability for the public investment in research. More information about YSJU’s REF submission may be found at: http://results.ref.ac.uk/Results/ByHei/12 HEFCE’s role is evolving as a result of the 2017 Higher Education and Research Bill and it will be replaced by the new Office for Students2 and Research England3. 2.3 Quality Assurance Agency for Higher Education

HEIs are legally constituted as autonomous bodies, being responsible for the quality and standards of all of their activities. However, in 1997 the Quality Assurance Agency for Higher Education (QAA) was established to oversee standards in higher education. The QAA is independent of government and of higher education providers, and acts in the public interest, for the benefit of students. It develops guidance that is followed by all involved in higher education and reviews higher education providers to check whether they meet agreed UK expectations. Its review work is completed under contract with the funding councils (e.g. HEFCE), and its guidance is developed in collaboration with the providers themselves. The QAA itself does not, therefore, define institutional quality and standards, but its UK Quality Code for Higher Education provides the benchmark for them. Chapter B11: Research degrees is of particular relevance to postgraduate research degrees and sets out expectations about the clarity of regulations governing research degrees, the need for a high quality environment in which students can pursue those degrees and the provision of appropriately- qualified supervisors. As with HEFCE, there will be changes to its role as a result of the Higher Education and Research Bill. 2.4 Research Councils

Research Councils UK (RCUK) is the strategic partnership of the UK's seven research councils. Each year the research councils invest around £3 billion in research covering the full spectrum of academic disciplines from the medical and biological sciences to astronomy, physics, chemistry and engineering, social sciences, economics, environmental sciences and the arts and humanities. They support excellent research, as judged by peer review, that has an impact on the growth, prosperity and wellbeing of the UK. To maintain the UK’s global research position they offer a diverse range of funding opportunities, foster international collaborations and provide access to the best facilities and infrastructure around the world. They also support the training and career development of researchers and work with them to inspire young people and engage the wider public with research. To maximise the impact of research on economic growth and societal wellbeing RCUK works in partnership with other research funders including Innovate UK, the UK higher education funding councils, business, government and charitable organisations. The seven research councils are:

2 https://www.gov.uk/government/news/chief-executive-of-new-office-for-students-announced

3 https://www.gov.uk/government/news/david-sweeney-appointed-executive-chair-designate-of- research-england

 the Arts and Humanities Research Council (AHRC);  the Biotechnology and Biological Sciences Research Council (BBSRC);  the Economic and Social Research Council (ESRC);  the Engineering and Physical Sciences Research Council (EPSRC);  the Medical Research Council (MRC);  the Natural Environment Research Council (NERC);  the Science and Technology Facilities Council (STFC).

RCUK and its constituent research councils produce a range of policy and other statements. Whilst policies and expectations often originate in one council, they are frequently taken up by all the councils as part of the guidance in good practice that is expected to be followed by those carrying out and managing research in HEIs. The constituent research councils are also (alongside the recurring research grant allocated by HEFCE) the primary means by which the government’s research budget is distributed, including providing funding schemes to support research students. Following the Nurse Review of the Research Councils and the Higher Education and Research Bill, new bodies UK Research and Innovation (UKRI) and Research England are in the process of being established to oversee research and innovation. 2.5 Vitae

The successor of ‘Grad UK’, Vitae was originally funded by the research councils but, since January 2015, it has been a subscription-funded organisation. YSJU is an institutional member, as are most UK HEIs, but individual membership is also available. Vitae exists to support the personal, professional and career development of doctoral researchers and research staff in HEIs. To further this it aims to:  Influence the development and implementation of effective policy relating to researcher development  Enhance higher education provision to train and develop researchers  Empower researchers to make an impact in their careers  Evidence the impact of professional and career development support for researchers Vitae champions the common needs and interests of all researchers. There are approximately 90,000 research students studying for doctoral degrees and 40,000 research staff employed within the UK higher education sector and research institutes. Researchers have a diversity of experiences, status, backgrounds, needs and aspirations. Vitae provides resources, including the Researcher Development Framework (RDF), RDF Online Planner and advice and information for research students, research staff and research development staff. Activities include:  a dedicated researchers’ portal with information, news and opportunities www.vitae.ac.uk;  labour market and careers information including surveys and research;  opportunities to input to national policy developments and initiatives.

2.6 UK Council for Graduate Education

The UK Council for Graduate Education (UKCGE) was founded to advance graduate education in all academic disciplines in the UK. The Council aims to achieve its mission through a variety of activities such as the organisation of conferences, workshops and discussion forums debating and reflecting on topical postgraduate issues, and the publication of reports and newsletters. UKCGE also promotes and conducts research surveys and investigations into postgraduate education, as well as providing postgraduate data and information to both members and other interested parties. YSJU is an institutional member of UKCGE. 2.7 National Union of Students

The National Union of Students (NUS) is a voluntary membership organisation that makes a real difference to the lives of students and its member students' unions. It is a confederation of 600 students' unions, amounting to more than 95 per cent of all higher and further education unions in the UK, representing the interests of more than 7 million students. For more information, see the NUS website: http://www.nus.org.uk/

3. Institutional Context of Research Degrees

3.1 Academic strategy

The academic strategy places research-informed teaching at the heart of the University’s mission to inspire our students and staff to reach their full potential. We will advance knowledge through research undertaken by our staff and students and through a shared fascination for learning and discovery. We consider research to be fundamental to the life of a university. Research is the foundation for new knowledge, insights and theories which are essential for providing a stimulating and high quality experience for our students and makes possible so much of the innovation and application that provides benefit to wider society. Our aim is to develop a strong, vibrant and sustainable research culture that informs our teaching, inspires our students and staff, enables research excellence, and enhances our academic reputation. 3.2 Research Excellence Framework 2014

The Research Excellence Framework (REF) is the system for assessing the quality of research in UK higher education institutions. It is undertaken by a process of expert review across 36 units of assessment (UoAs) and the outcomes provide participating universities with a profile containing three elements of research output, impact and environment. YSJU submitted research in nine subject areas, as follows: UoA number UoA name 3 Allied Health Professions, Dentistry, Nursing and Pharmacy 4 Psychology, Psychiatry and Neuroscience 19 Business and Management Studies 25 Education 26 Sport and Exercise Sciences, Leisure and Tourism 29 English Language and Literature 33 Theology and Religious Studies 35 Music, Drama, Dance and Performing Arts 36 Communication, Cultural and Media Studies, Library and Information Management

The results of the REF 2014 were published in December 2014 and showed that 30% of YSJU’s submitted research was ‘world-leading’ or ‘internationally excellent’. Details of all the submissions and full results for the REF 2014 can be downloaded from the REF website: http://results.ref.ac.uk/results. 3.3 YSJU research degree awarding powers

YSJU was granted Research Degree Awarding Powers on 23 March 2015. Previously, research students at YSJU studied under an accreditation agreement with the University of Leeds (UoL). Research students commencing research degrees with effect from 1 October 2015 have all been registered under YSJU regulations.

3.4 Research students continuing on UoL research degrees

A number of research students will continue to be registered on UoL research degrees where they were unable or did not wish to transfer to YSJU research degrees. As a result, some candidatures remain under UoL ordinances and regulations while the majority come under YSJU regulations. Therefore, it is vital that supervisors, examiners, research students and all those involved with research degree candidatures ensure that they are at all times clear on which regulations and code of practice or protocol apply. If further clarification is required, please contact Registry ([email protected]) to confirm which regulations apply. This situation is likely to continue for some years until the last UoL-registered research students complete their degrees. Where there are differences in the requirements for YSJU and UoL research degree study these are clearly denoted by text displayed as follows: York St John University research degree requirements

University of Leeds research degree requirements

4. The Management of Research Degrees at YSJU

4.1 Overview

York St John University (YSJU) ensures that its arrangements for the provision of research degrees, as a minimum, meet the requirements of the Quality Assurance Agency Quality Code Chapter B11: Research degrees. Oversight of research degree provision is principally the responsibility of Academic Board, the Quality & Standards Committee (QSC), the Research Degrees Sub Committee (RDSC) and the Research Degrees Examination Panel (RDEP). RDSC operates as a sub-committee of the QSC and has responsibility for monitoring the progress of research students, the quality of the supervision and making decisions in relation to admissions, the appointment of supervisory teams, approval of suspensions/extensions and changes to programmes of study. RDSC includes representatives from Schools, ADD, the Students’ Union and a research student representative. The Chair of RDSC is a research-active senior member of YSJU staff, with significant experience of supervising research students. RDEP reports to QSC (and RDSC as appropriate) and is responsible for the implementation of policy and procedures for the examination of research students for research degrees awarded by YSJU, under the delegated authority of Academic Board. It has no involvement with University of Leeds research degree processes. The Deputy Vice Chancellor: Research and International has overall management responsibility for research activities at the university but day-to-day responsibility for research students is delegated to the School Research Leaders and Heads of Schools. 4.2 Registry

Registry is responsible for administering research degree candidatures and maintaining research student records. Registry staff are located on the second floor of New Wing and the key points of contact for research degrees are: Contact point Room Email Telephone Caroline Carfrae NW21 01904 Student Records Manager 3 876838 Jill Graham NW21 01904 Research Officer 3 [email protected] 876679 Martin Gregson NW20 k 01904 Senior Administrative Assistant 9 876757 (Research)

The research degrees section of the Quality Gateway provides information on the University’s approach to managing the quality and standards of research degrees. 4.3 Academic Development Directorate

The Academic Development Directorate (ADD) provides training for staff and research students, including the Research Skills Development Programme, central support for research and a booking service for ADD and University of

Leeds (UoL) courses. Victoria and John provide and support research skills training and development and research student inductions. Carly and Sue are the two University Research Administrators and provide administrative support for research students’ reviews, pastoral meetings and expense claims. David and Mark provide training for teaching and support research students working towards Higher Education Academy Fellowship or Associate Fellowship. Phil, Emma Fletcher and Susanne support technology enhanced learning. Emma Sunley and Sara co-ordinate all directorate activity, including course bookings. ADD is located in Holgate rooms HG 211, HG/213-7 and HG/228. Contact details are as below: Team member Email Telephone Mandy Asghar [email protected] 01904 876823 Director of Academic Development Dr Victoria Carpenter [email protected]. 01904 876076 Head of Research Development uk Dr John Rule [email protected] 01904 876753 Research Development Manager Carly Brind [email protected] 01904 876671 Research Administrator Sue Morecroft [email protected]. 01904 8767857 Research Administrator uk

David Grey [email protected] 01904 876225 Educational Developer Mark Dransfield [email protected]. 01904 876271 Educational Developer uk Emma Sunley [email protected] 01904 876305 Academic Development Co-ordinator Sara Bath [email protected] 01904 876305 Academic Development Co-ordinator Academic Development Administrator Post currently vacant Dr Mike Calvert [email protected] 01904 876886 Social Innovation Developer k

Phil Vincent [email protected] 01904 876782 Technology Enhanced Learning Manager Emma Fletcher [email protected] 01904 876975 Technology Enhanced Learning Advisor Susanne Mills [email protected] 01904 876975 Technology Enhanced Learning Assistant

4.4 The Graduate Centre

The Graduate Centre is situated in HG/123 on the first floor of the Holgate building. This area provides individual locker space, shared desks and computers, free printing, a multi-function scanner and copier, access to general research and reference ‘bench books’ (please do not take these away from the Graduate Centre), a bookable meeting room4, a break-out room and a kitchenette with a kettle, a fridge and a microwave. However, this is much more than just a study space: it is home to a cross-disciplinary community of active researchers. It provides a space to mix with research students from all schools and an invaluable chance to learn from each other’s experiences. Whether research students are studying full-time or part-time, they are encouraged to join their peers in the Graduate Centre, even if it is just for a coffee or lunch. It can be surprising how much research students can learn from people studying completely different topics! Access to the Graduate Centre requires a keypad code, supplied by the ADD to new research students. It can be used 24/7 when the University is open, but if being used late or at weekends you may need to go to the Security Office to gain access and please inform Security on extension 6444 when leaving the room so they can re-secure the building. For desk allocations, contact the Research Degrees Sub Committee research student representative, Emma Walker ([email protected]). Telephones Telephones are provided in the Graduate Centre (+44 (0)1904 876239) and Graduate Centre Meeting Room (+44 (0)1904 876238). These are to be used for research purposes only, not social/personal calls. Please think about other users when using phones (Graduate Centre phones or mobiles) within the Graduate Centre. The meeting room is not soundproof and talking loudly can disturb other users while the break room should not be monopolised for telephone conversations, it is there for all users. Please note that the University is charged for calls to 0800, 0845 and other ‘free’ lines, so calls to these numbers must not be made from these telephones. 4.5 Postgraduate Research Supervisors’ Forum

The Postgraduate Research Supervisors’ Forum (PRSF) assists with the ongoing development needs of research supervisors as well as facilitating opportunities for research supervisors to share their experiences and good practice. There are normally eight meetings per year that address regulatory issues and aspects of skills development required for effective supervision. Topics are decided upon through the experience and requests of current research degree supervisors and needs identified by RDSC in relation to quality assurance and enhancement, regulations and research student feedback. Sessions are presented mainly by relevant experienced/senior YSJU staff but on occasions involve external speakers. As part of the eligibility criteria for supervision, all supervisors are required to attend a minimum of two PRSF sessions per academic session. For details see: https://www.yorksj.ac.uk/add/research/postgraduate-research- supervisors-forum/ 4 Please note the meeting room is not sound proof and so therefore should not be used for confidential or sensitive discussions.

4.6 School Research Leaders

School Research Leaders are responsible for providing research leadership to support the Head of School and Deputy Vice Chancellor: Research and International in meeting the research objectives of the University Strategic Plan. They will be appointed to the role by the Deputy Vice Chancellor: Research and International on the advice of the Head of School. They will have oversight of postgraduate research student recruitment and progression, take a lead role on the development and implementation of University research plans and provide leadership and support for REF submissions. The School Research Leaders will usually be Professors or Associate Professors but they do not necessarily need to be members of the School within which they are the Research Leader. They should: • hold a doctoral level degree; • have supervised at least one doctoral candidate through to successful completion; • hold senior supervisor status; • hold an appointment on an academic career pathway at least at Senior Lecturer level; Specific roles: Delegation and sharing of responsibilities • Responsibilities may be delegated and/or shared subject to approval by the Deputy Vice Chancellor : Research and International and in consultation with the relevant Head of School. • In addition to this role, School Research Leaders will undertake academic duties within their School commensurate with their academic grade and under the line management of the Head of School. Within the University: • Serve on, or Chair, University committee(s) as required • Work with the Deputy Vice Chancellor: Research and International to provide leadership and take responsibility for research development within the University • Provide support and advice to the Academic Development Directorate • Support the Deputy Vice Chancellor: Research and International in meeting the research objectives of the Academic strategy • Take a lead role within the Professoriate in supporting University-wide developments in research as required by the Deputy Vice Chancellor: Research and International • Work with the Pro Dean for Quality on Quality Assurance processes relating to the management of postgraduate research students • Oversee and facilitate bids for research funding in support of the Schools and in collaboration with the Academic Development Directorate • Take a lead role in preparing for REF submission • Oversee the recruitment and admission of postgraduate research students, allocation of scholarships and approval of supervisory teams- ensuring that appropriate expertise for supervision and adequate resources for the proper conduct of the research are available, and that any potential ethical issues arising from the application are considered

• Provide postgraduate research students’ pastoral care (including provision of an annual pastoral meeting for any student taking up the offer of this and consulting with postgraduate research students within the school about matters of research student satisfaction with supervision and support (e.g. research environment, resources, facilities, opportunities)). In any case where the School Research Leader is involved in the research student’s supervision, pastoral care must be delegated to another appropriately qualified individual. • Identifying to the Head of School and the supervisory teams any matters of concern raised by postgraduate research students, or any issues that may have wider university policy or procedural implications. If issues cannot be satisfactorily resolved through initial dialogue and/or implementation of YSJU processes for managing student concerns research students should be encouraged to make use of the University Complaints Procedure, where appropriate (published on the University website). • Ensure on-going support and mentoring to supervisors and potential supervisors of PGR students • Provide advice to the Head of School on staff research development needs e.g. for PDRs, promotion, PGR supervision, academic leave • Oversee the processes for reviewing and assessing postgraduate research students, working with the University Research Administrators and Registry as required • Oversee data collection in relation to research activities and academic performance (e.g. via APS, RaY and other forms of online reporting) The current School Research Leaders are: School School Research Telephone Email Leader Art, Design& Dr Vanessa Corby 01904 [email protected] Computer 876749 Science Business School Prof Jeff Gold None [email protected] Dr Peter Watt 01904 [email protected] 876178 Education Prof Matthew 01904 [email protected] Clarke 876528 Health Sciences Dr Alison Laver- 01904 [email protected]. Fawcett 876419 uk Humanities, Prof Pauline 01904 [email protected] Religion & Kollontai 876573 Philosophy Languages & Prof Helen 01904 [email protected] Linguistics Sauntson 876880 [email protected] Prof Chris Hall Performance& Prof Matthew 01904 [email protected] Media Reason 876770 Production Psychological& Dr Stephen 01904 [email protected] Social Sciences Gibson 876581

Sport Dr Andrew Hill 01904 [email protected] 876365 4.7 Postgraduate Research Tutors

A Postgraduate Research Tutor (PGRT) works collaboratively with the School Research Lead within their disciplinary area and is responsible for:

 providing postgraduate research students’ pastoral care  consultation with postgraduate research students about matters of research student satisfaction with supervision and support (e.g. research environment, resources, facilities, opportunities)  identifying to the School Research Leader any matters of concern, or any issues that may have wider policy or procedural implications.

For each research student, a Postgraduate Research Tutor is identified following interview as part of the admissions approval process. A Postgraduate Research Tutor must be independent of the student’s supervisory team and it is expected that, normally, a research student will remain under the care of the same PGRT for their candidature.

Registry maintain a record of Postgraduate Research Tutors and the students in their care.

1) Pastoral care PGRTs are responsible for offering annual one-to-one pastoral meetings to all postgraduate research students under their care. The pastoral meetings provide an opportunity for students to review progress, reflect upon their experience and comment specifically upon the nature of both their supervision and their support. The University Research Administrator will keep a record of meetings that have been offered, and following each pastoral meeting, the PGRT should report any matters of concern or with wider policy or procedural implications to the School Research Leader, while maintaining appropriate confidentiality.

2) Student experience and satisfaction The pastoral meeting provides an opportunity for a PGRT to consult with research students on those matters that may influence both student satisfaction and perceived support. If students voice dissatisfaction with any aspect of their supervision, the research environment or with the YSJU facilities available to support their research, they should first consult their supervisor or their PGRT for initial advice. If issues cannot be satisfactorily resolved through initial dialogue and/or implementation of YSJU processes for managing student concerns (through research student reps), research students should be encouraged to make use of the University Complaints Procedure, where appropriate (published on the University website). 4.8 Academic Liaison Librarians

The Academic Liaison Librarians are based in the Fountains Learning Centre: School of Art, Design and Computer Thomas Peach

Science Email: [email protected] Telephone: 01904 876170 Business School Jane Munks Email: [email protected] Telephone: 01904 876105 School of Education Clare McCluskey Email: [email protected] Telephone: 01904 876324 School of Health Ruth Patterson Email: [email protected] Telephone: 01904 876424 School of Humanities, Religion & Rachel Hogg Philosophy: Email [email protected] Creative Writing Telephone: 01904 876699 English Literature Geography History Media Studies

School of Humanities, Religion & Clare McCluskey Philosophy: Email: Theology and Religious Studies [email protected] Telephone: 01904 876324 School of Languages and Linguistics Thomas Peach Email: [email protected] Telephone: 01904 876170 School of Performance and Media Thomas Peach Production Email: [email protected] Telephone: 01904 876170 School of Psychology and Social Science Jane Munks Psychology Email: [email protected] Counselling Telephone: 01904 876105 School of Psychology and Social Science Clare McCluskey Social Studies Email: [email protected] Telephone: 01904 876324 School of Sport Ruth Patterson Email: [email protected] Telephone: 01904 876424

4.9 Services for international students

York St John University offers specialist support to all international students. Please contact the appropriate area with any queries: International Student Support [email protected] Admissions and application queries [email protected] Visa-related queries [email protected]

4.9.1 Academic Technology Approval Scheme With effect from 1 November 2007, the UK government introduced the Academic Technology Approval Scheme (ATAS). In effect, non-EU/EEA citizens planning to undertake postgraduate study in the UK in certain science, engineering or technology disciplines must acquire an ATAS certificate before they can apply for a visa, entry clearance or extension of stay. Further information about the scheme is published at: https://www.gov.uk/academic-technology-approval-scheme . 4.9.2 Deposits All international research applicants who are eligible will receive a conditional offer on payment of a deposit, which is 50% of tuition fees. This will need to be paid in order for an offer to be made unconditional and a confirmation of acceptance of studies (CAS: an online record used to apply for a Tier 4 visa) to be issued, enabling an applicant to apply for a UK Tier 4 visa. The precise amount of money that needs to be paid at this stage will be detailed in the conditional offer email. The remaining 50% is due at enrolment prior to the commencement of study. Please see the deposit policy for details on deposit repayments, deferrals and more. 4.9.3 Points-based system – Tier 4 (General) student visa All non-EU/EEA citizens seeking UK degrees will enter on Tier 4 (General) student visas. If unconditionally accepted onto a research programme, the University will issue an applicant with a CAS and will then be their sponsor in the UK. Before an applicant can be issued with a CAS, they must meet all academic and English language conditions and must pay the 50% tuition fees deposit. More information can be found here: https://www.yorksj.ac.uk/international/visa- and-immigration/tier-4-general-student-visas/ 4.9.4 Tier 4 responsibilities

Tier 4 of the points-based system requires students and education providers to comply with certain responsibilities. These responsibilities apply wherever an individual studies as a Tier 4 student and are not particular to York St John University. Care should be taken to read this section carefully to ensure awareness of what is required of the student and the University. UK Visas & Immigration (UKVI) expects Tier 4 students to meet a number of conditions as listed below:  Remain registered as a full-time student and attend all supervision meetings, seminars, research training, and other research events. Students who are unable to attend should inform the School Support Office

as unauthorised absences must be monitored and prolonged absences can result in reports to UKVI and curtailment of a visa.  Register with the police if it states on the visa that they are required to do so. Students must also make sure that their police certificate is kept up-to- date with their current address and immigration permission. Police Registration information is detailed here: https://www.yorksj.ac.uk/international/visa-and-immigration/police- registration/  Leave the UK if they stop studying (for example if they are granted a suspension of studies). Students should always seek advice from the Visa & Compliance team if their registration status is about to change.  Not breach the conditions of their visa. This includes ensuring that they do not work more hours than they should. For further information about working in the UK whilst on a Tier 4 student visa, please see our website: https://www.yorksj.ac.uk/international/visa-and-immigration/working-in-the- uk/  Inform the University if they change immigration status and no longer have Tier 4 immigration permission. Students can do this by bringing their new visa to the Visa & Compliance team who can be contacted at [email protected]

 Ensure the University holds up-to-date contact details for them. This should include their UK address as well as telephone numbers and any personal email addresses. The University may need to communicate urgent immigration-related information to students via these contact details so it is essential that they keep them up to date and check their messages regularly.

 Inform the University if their visa application is refused. Students should seek advice from the Visa & Compliance team if this happens.

Tier 4 students can do simple things to protect their immigration status in the UK. Read the UK Council for International Student Affairs (UKCISA) information sheet ‘Protecting your Tier 4 immigration status’ for more details. For more information about rights and responsibilities whilst in the UK visit the Home Office website. As a Tier 4 sponsor, UKVI requires the University to do the following:  Ensure that we have up-to-date contact details for all Tier 4 students  Ensure we have a copy of all students’ current Tier 4 (or other) visa  Inform UKVI of any students who fail to register for their programme of study  Inform UKVI of any students who interrupt or withdraw from their programme of study and confirm the date that they intend to leave the UK.  Monitor the attendance of Tier 4 students and report to UKVI any students who fail to meet the its requirements

 Inform UKVI about any significant changes to a student’s circumstances or programme of study (e.g. if a student completes the programme early).

For further details students should consult: https://www.yorksj.ac.uk/international/visa-and-immigration/ http://www.ukcisa.org.uk/ Please note the information may be subject to change due to changing UKVI regulations. International students have a responsibility to ensure that they have valid immigration permission at all times during their study at the University whilst in the UK. If they allow their immigration status to lapse at any time during their registration the University will suspend their study or withdraw them from their programme of research. Students must keep the University informed of any changes to their immigration status throughout their candidature. For specific advice on visas please contact the Visa and Compliance team at [email protected] 4.9.5 English language qualifications YSJU requires applicants whose first language is not English to meet specific English language entry requirements as set out in the Research Student Admissions Policy and Interview Guidance Notes. Where students have satisfied these English language requirements, but further English language training needs are identified after admission, further training is available through the School of Languages and Linguistics. This should be included in the training and development needs analysis and training plan. 4.9.6 Change of address Any change in a student’s home or term-time addresses must be notified to the University via e:Vision (http://evision.yorksj.ac.uk). 4.9.7 Council tax exemptions for international students International students should not have to pay council tax if they are:  registered on a full-time course of at least one academic or calendar year  they are staying in University accommodation  they are a dependant of a full-time student (who is on a programme lasting at least one academic or calendar year) International students may have to pay council tax if:  they rent a property in the private-sector with adults who are not eligible full-time students (or their dependants from outside the EEA) For more information, look at the UKCISA Information Sheet ‘Council tax and international students’.

An international student who has submitted their thesis for examination may qualify for council tax exemption whilst awaiting examination. Further advice can be sought from York St John Students’ Union.

4.9.8 Referral / re-submission

In cases of where a student is referred/permitted to re-submit following the oral examination, the student is required to revise the submission, which may entail further research or any other activity required by the examiners, and subsequently undergo re-examination. International students do not have to remain in the UK during this period before re-submission, and supervision may take place by means other than face-to-face meetings, e.g. Skype. International students who wish to register and remain in the UK whilst here on a Tier 4 General Student Visa can do so subject to the approval of their School and Visa and Compliance team. Students must continue to follow normal supervision meetings and attend to the satisfaction of their School. 4.9.9 Early submission

International students (in the UK with permission as a student) are advised to contact the Visa and Compliance team for immigration advice on the implications of early submission to their visa status at: [email protected] 4.9.10 Examination and graduation Every effort will be made to schedule oral examinations within three months of the submission of the thesis, however if an oral examination is scheduled outside of three months from submission of the thesis, the student may be required to return to their home country and come back for oral examination on a Short-term Study visa. If the Tier 4 visa expires prior to the date of the graduation ceremony, international students wishing to attend the ceremony may be required to return to their home country and come back for the ceremony on a Standard Visitor visa. 4.10 Research Student Charter

YSJU is a vibrant learning community of students and staff working together to create an environment in which we can all fulfil our academic and personal potential. We all have rights and responsibilities and we will all benefit if we actively respect and protect the rights of others. The University will take all reasonable steps to provide a safe, secure and healthy environment that is conducive to learning and working and is inclusive of the needs of all students and staff. Everyone in the YSJU community is expected to:  act with courtesy and respect in all situations – with peers, colleagues and the local community;  contribute to building a friendly community that is free from harassment and discrimination;  actively engage in University life and challenge exclusion and prejudice in all forms;  take responsibility for resolving problems and seek support when needed;  be aware of University policies, regulations and codes of practice. The Research Student Charter has been jointly created by the University and Students’ Union to set out what the University expects of research students and what they can expect from the University and the Students’ Union. Students are encouraged to read it and check out the links to other useful information that will help them to make the most of their time at the University. Students are welcome to give feedback on the Charter to Nic Streatfield (Head of Student Support) by email to [email protected].

4.11 Research student representation, feedback and channels of communication

Researcher students are represented on the Research Committee and RDSC. The representatives participate in discussions and meetings to enhance the postgraduate researcher experience and are encouraged to consult their peers. They are also asked to make sure a wide variety of opinions are represented at the committee meetings. Having representatives ensures that research students have a platform to raise and discuss issues affecting them, and to influence future University policy for research degree programmes. Research students’ representatives are nominated and elected through York St John Students’ Union that offers training. Contact details for the current research student representatives are given out as part of the induction, and are displayed in the Graduate Centre. The YSJ Students' Union website contains information on representation and further advice is available from Steph Foxton, President of Education, e-mail [email protected]. Further channels of communication exist for research students to provide feedback on the existing arrangements for research degrees at YSJU, including School Research Leaders and Postgraduate Research Tutors. The University annually surveys research students about their experiences and satisfaction with arrangements and facilities through the Higher Education Academy’s Postgraduate Research Experience Survey (PRES). YSJU has a strong record of high response rates and satisfaction in PRES and research students are strongly encouraged to participate in this survey. University of Leeds research degree requirements 4.12 The UoL Graduate Board

The University of Leeds (UoL) Graduate Board is solely concerned with postgraduate researchers continuing on UoL research degrees. It formulates and implements policies, procedures and monitors and reviews arrangements for, and satisfaction with UoL research degrees. The Board is chaired by the UoL Dean of Postgraduate Research Studies and it includes a YSJU representative. It is responsible for implementing policy and regulations via Postgraduate Research and Operations (PGRO), Faculty Graduate School Committees and Postgraduate Research Tutors. The equivalents of these within YSJU are Registry, the RDSC, School Research Leaders and Postgraduate Research Tutors. Some progress decisions, the examination process and the decision regarding the award of degrees fall within the remit of the UoL Graduate Board, though many progression decisions in standard cases are delegated to RDSC. UoL postgraduate researchers are represented on the Board. For further information about the Graduate Board and its groups, please visit the website: http://www.leeds.ac.uk/rsa/graduate_board/graduate_board.html 4.13 UoL Postgraduate Research and Operations (PGRO)

As with the UoL Graduate Board, this section is only relevant for postgraduate researchers continuing on UoL research degrees. Location: Student Services Centre Counter, Level 9, Marjorie and Arnold Ziff Building

Normal opening hours: Weekdays 09.00-17.00 (Wed 10.00-17.00) Postal address: Postgraduate Research and Operations Student Services Centre Marjorie and Arnold Ziff Building University of Leeds Leeds LS2 9JT Telephone direct line: 0113 343 5057 Email: [email protected] Website: http://students.leeds.ac.uk/info/10112/research_degrees PGRO are based within the UoL Student Services Centre and issues official letters of admission, manages the registration that follows and maintains records for postgraduate researchers at UoL. YSJU Registry performs many of these functions for postgraduate researchers at the University. PGRO has responsibility for providing the Graduate Board with the information required, both routinely and for any special circumstances that may develop. Postgraduate researchers studying for UoL degrees at YSJU can access PGRO expertise and advice through the Academic Registrar at YSJU, but, other than submitting their completed thesis, will normally have little direct contact with PGRO.

5. Research Degree Supervision

5.1 The supervision model

All YSJU research degree students have a supervisory team that is comprised of one main supervisor with one or more co-supervisors. The main supervisor should normally be a York St John University (YSJU) member of staff, although on occasion it may be appropriate for former members of staff to continue in this role to see students through to completion. At least one co-supervisor must be a member of YSJU staff to ensure that all students have at least two ‘in-house’ supervisory points of contact, but other co- supervisors may be external, for example from other higher education institutions. It is not necessarily the case that the main supervisor will be the most senior or experienced member of the team. Each supervisory team must satisfy YSJU’s Eligibility Criteria for Research Degree Supervision and Supervisory Teams. Where two or more schools are involved in a candidature, the schools concerned should agree which is acting as the student’s parent school and notify Registry of this. The model of supervision adopted for a particular student may change during the period of study. Whichever model of supervision is adopted, there should be a procedure whereby the student is offered the opportunity to have a pastoral meeting at least annually, in the absence of the supervisor(s). In this meeting, the designated Postgraduate Research Tutor should review and discuss progress, comment upon the nature of the supervision received and draw attention to any matters of concern. In the event of a supervisor leaving the University it is the responsibility of the Head of School, or relevant School Research Lead acting on their behalf, to ensure that alternative and acceptable supervision arrangements are made. For further information about supervisory support, please refer to section 4 of the YSJU Code of Practice for Research Degrees. 5.2 Eligibility to supervise and general advice to supervisors

YSJU requires that staff registered on the list of approved supervisors must meet the following criteria: (a) they would normally hold a doctoral-level qualification; (b) they have completed the required course on research degree supervision (provided by ADD or the University of Leeds (UoL) Staff and Departmental Development Unit) in the previous five years; (c) they have attended a minimum of two Postgraduate Research Supervisors’ Forum (PRSF) development sessions for supervisors in the previous year to maintain the currency of their expertise; (d) they are a member of academic staff on a minimum 0.2 FTE permanent contract at YSJU or a minimum 0.2 FTE fixed-term contract with an expiry date at least six months after the submission deadline for the student’s thesis.

For further information about the eligibility for research degree supervision and supervisory teams support please refer to the Eligibility Criteria for Research Degree Supervision and Supervisory Teams.

Any member of staff wishing to supervise at research degree level should discuss this with their line manager in the first instance and then with their Head of School and School Research Lead. They will be required to attend a University course on research degree supervision before being eligible to be appointed as a supervisor. Course dates are listed on the ADD website at https://www.yorksj.ac.uk/add/research/research-skills-development-programme/ and can be booked through the Academic Development Directorate at [email protected]. 5.3 CPD training for supervisors

In addition to this mandatory training, all supervisors whether active as supervisors or not are required to maintain the currency of their supervision knowledge and skills by participating on a regular basis in continuing professional development (CPD) opportunities. These opportunities are offered at YSJU through the Postgraduate Research Supervisors’ Forum. All staff who are eligible to supervise must attend at least two meetings of the PRSF per year in order to meet the University’s CPD requirements for supervision. The PRSF normally meets eight times per year and provides the opportunity for supervisors across the University to share experience and good practice by focussing on particular aspects of the supervision process and national sector-wide policies and initiatives. Up to two of these sessions are designed to enable supervisors and research students to learn and discuss selected issues. PRSF sessions are led either by senior York St John researchers or external speakers. 5.4 Responsibilities of supervisors

Supervisors are responsible for various activities including, but not limited to: (a) conducting a training needs analysis (including ethical issues) within one month of commencement of study and ensuring that the student receives the research training appropriate to the requirements of the research; (b) approving a timetable for the work of the student and seeing that it is followed; (c) advising on all aspects of the research and thesis preparation; (d) commenting within a reasonable time on all written work submitted by the student; (e) carrying out review meetings and making written reports on the student’s progress The first formal review meeting will be held shortly after the end of the sixth month for new full-time research students (or shortly after the end of the ninth month for new part-time research students), and then annual review meetings at twelve month intervals after the first review meeting for MPhil or Masters by Research students and at twelve month intervals after the transfer review for PhD students (f) ensuring, in partnership with the student, there are written records of formal supervision meetings; (g) arranging regular meetings with the student in accordance with the University’s Code of Practice for Research Degrees; (h) ensuring the student receives written feedback on the assessment of progress, and to draw to the attention of the student problems when they arise – where necessary this should be done in writing;

(i) taking action to bring to the attention of the relevant School Research Lead any concerns about a student’s unsatisfactory progress; (j) reading and commenting on the whole of the draft thesis prior to submission provided it is made available by the student in reasonable time; (k) reporting to Registry when there has been no contact with an individual research student or when there has been a pattern of absences which is affecting the student’s progress or causing concern for the student’s well-being in accordance with the attendance monitoring requirements either at UoL or YSJU. A complete summary of the responsibilities of supervisors, which includes making students aware of the University’s ethical procedures and ethical review, is provided in section 4 of the YSJU Code of Practice for Research Degrees. Supervisors should make students aware of the necessity of maintaining high standards of academic conduct and of the requirements to avoid conduct amounting to the fabrication of results or plagiarism. This should be done at an early stage of the candidature. 5.5 YSJU senior supervisors and UoL sole supervisors

Members of YSJU academic staff who are experienced research degree supervisors may apply for UoL ‘sole supervisor status’ or YSJU ‘senior supervisor status’. All YSJU research students registered on UoL research degrees must have at least one UoL sole supervisor within their supervisory team. All students registered on YSJU research degrees must have at least one YSJU senior supervisor within their supervisory team. The Eligibility Criteria for Research Degree Supervision and Supervisory Teams contains further information. It should be noted that as YSJU operates supervisory teams with a minimum of two supervisors, no supervisor, even one with ‘sole status’, will supervise alone at YSJU. There is no form to be used when applying for either sole or senior supervisor status, but an application should include the following: (a) a brief curriculum vitae including a list of recent publications; (b) a list of all research students supervised with dates of supervision (in the past and currently at YSJU or elsewhere); (c) a list of all research students supervised who have submitted successfully (with name of student, title of degree, year of award and awarding institution); (d) a list of research degree internal or external examinerships held (with year of appointment). Staff who consider that they are eligible for either UoL sole supervisor status or YSJU senior supervisor status should forward their request, along with the information listed above, to the Academic Registrar at YSJU (UoL sole status) or Registry (YSJU senior status) via [email protected]. The application can be written up as an integrated CV specifically for sole/senior supervisor status, but does not have to be in this format. 5.6 Change of supervisor(s)

Supervisory teams are set up with the intention that they will remain the same for the duration of the candidature. In some cases, however, the supervisory team appointed for a particular student may need to change during the period of study.

Responsibility for recommending the appointment of suitable supervisors rests with the School Research Lead. Routine circumstances where alternative arrangements should be put in place include: (a) the main supervisor having research leave and is unable to continue supervision during this period; (b) the supervisor leaving the University; (c) the supervisor being on long-term sick or maternity leave; (d) a change of focus in the student’s research, requiring additional or alternative supervisory expertise. If a supervisor is unable to supervise a student due to absence for a period of two months or longer, alternative supervisory arrangements must be made at the earliest opportunity by the School Research Lead, liaising with the student to keep them informed. This is to ensure that the 10 supervisory meetings for full-time students or 6 supervisory meetings for part-time students required during the year take place as planned and the continuity of supervision is maintained. If the supervisor is due to take up an appointment at another institution a meeting should be held to agree future supervisory arrangements including when supervision will be overseen by the new supervisory team. The School Research Lead must ensure that this is discussed with the student at the earliest opportunity. Changes to a supervisory team should be co-ordinated through the School Research Lead by completing the Request form for a change in the Supervisory Team for a Research Student and requests will be considered for approval by the subgroup of Research Degrees Sub Committee. Following approval of the change, the revised arrangements will be communicated to the student and supervisory team.

6. Starting the research student journey

6.1 Enquiries and admissions process

We welcome enquiries from potential research students at any time during the academic year. Potential applicants are advised before applying to visit our website to find out more about our areas of research and make informal contact with a specific school either by contacting an individual member of academic staff or the School Research Lead. Academic staff can assist potential applicants by discussing their research proposal and, if appropriate, assist the applicant to develop a proposal in preparation for the application stage. Potential supervisors are strongly encouraged to do this, although they should refrain from putting too much effort into rewriting a weak or flawed proposal. It is important that applicants should be able to accept and action advice from potential supervisors by themselves and not be overly dependent on supervisors. The University has an online application system that allows applicants to review their application before and after submission. Applicants can apply to study from the research degrees page (https://www.yorksj.ac.uk/research/research-degrees/) by selecting the school they wish to apply to, the degree they wish to study and whether they wish to study full time or part time. At this point, the applicant is directed to the relevant application form. Guidance on registering and using the system can be found at: https://www.yorksj.ac.uk/study/postgraduate/how-to-apply/ The Research Student Admissions Policy and Interview Guidance Notes details the process that will be followed in considering applications for research degrees. 6.2 Registration on more than one programme

Research students must normally have completed or terminated any other programme of study at York St John University (YSJU) or any other higher education institution (HEI) prior to registering on a research degree at YSJU and are not normally permitted to register concurrently on another programme of study at YSJU or any other HEI during their research degree. 6.3 Hours of work/research per week

It is important that the research project is completed and the thesis submitted within the standard period of study (i.e. 3 years full time or 6 years part time for PhDs). Doctorates provide the preparation and training for a professional career and require the same commitment to meeting objectives and timescales for the completion of work. Full-time research students are therefore normally expected to work on their research project for periods of time that are comparable to a full- time job, i.e. 40 hours a week, 45 weeks per year. This does not include paid work, e.g. teaching. The expectation is that part-time research degrees require about half this commitment, 20 hours per week for 45 weeks a year, or some form of equivalent. It is inevitable that a research students workload will be variable during the course of the year and it should be agreed with the supervisory team. When approaching a specific deadline such as the submission of a transfer report or thesis additional hours of work will be necessary. Research students are, as part of their workload, expected to undertake other professional activity (for instance to attend conferences), fieldwork and other research activities outside

27 Research Degrees Handbook 2017 the University during the course of their studies. However, they are also encouraged to maintain a good work/life balance. 6.4 Developing the research proposal

Advice should be taken from the supervisory team on the selection of research to be carried out. The research must not be so large that it cannot be mastered within the standard period of study for the degree and should not be so limited that it gives insufficient scope for the necessary originality and aptitude for research that will need to be demonstrated during the period of study. Research students should discuss their research in detail with the potential supervisory team to clarify such matters as the experimental design, methodology, research ethics and the resources needed as well as undertaking a training needs analysis. Research students should guard against the danger of becoming so engrossed in the detail of one aspect of the research that the wider aspects of the topic and the discipline as a whole are neglected, so losing a sense of proportion. If, as the work proceeds, a research student contemplates a change in its scope or emphasis, they should seek the opinion of their supervisory team at an early stage. 6.5 Application and interview

The minimum entry requirements and English language requirements for research degree study are set out in the Research Student Admissions Policy and Interview Guidance Notes. Full details of the process for considering applications are provided in that document. Applicants who do not meet the entry requirements may be considered in exceptional circumstances. If such an individual is recommended for acceptance at interview, a case for their acceptance, written by a School Research Lead, will be required. Applications for research degrees must be made through the online application system, which can be accessed through the website. Once an application has been submitted, Admissions staff will acknowledge receipt and forward the application to the appropriate School Research Lead. If the applicant meets the minimum requirements, the research proposal is considered viable and there is supervisory capacity available to support the project, the applicant will be invited to an interview. Following the interview, the applicant will be verbally informed of the outcome by the chair of the interview panel. The outcome will be one of the following:  a recommendation for admission;  a recommendation that the proposal be revised and resubmitted;  a rejection. The outcome of the interview will be forwarded to Admissions who will provide the applicant with formal feedback from the panel. 6.6 Offer and admission

Once an applicant has been recommended for admission to a research degree the application will be considered by a sub group of the Research Degrees Sub Committee and, if approved, Registry will advise Admissions and an offer will be sent to the applicant.

There are three start dates during the year for research degrees (February, June and October) and the successful applicant will be offered a place on the next available start date for study. The Academic Development Directorate (ADD) will provide details of the induction programme to the applicant. Before commencing as a research students, evidence will also be required to show that conditions of acceptance as stated in the offer letter have been fulfilled. Original degree certificates (or certified copies of) and evidence that International applicants meet the minimum English language requirements for admission may need to be made available for inspection. The enrolment process cannot be progressed until this has been done. 6.7 Registration and enrolment

All research students are registered on a programme of study and a comprehensive student record is maintained by Registry. This enables tracking of student progress for internal reporting purposes. Enrolment is the process by which YSJU registers its students on a programme of study and the student agrees arrangements for their tuition fee payments. All new research students (including YSJU staff) are required to enrol on commencement of their studies. Registry will send out an enrolment email to enable students to complete their academic enrolment online via the e:Vision portal into the student records system. At the end of the registration process new students are able to obtain a student ID card that also acts as the YSJU library card. A passport photo will either need to be uploaded during the online enrolment process, or emailed to [email protected] . Once this has been processed (normally within 5 working days), research students can collect their ID card from the Student Information Desk in Holgate, but must bring photographic proof of ID with them (e.g. passport or photo card driving licence). All continuing research students (including YSJU staff) are required to re-enrol in September each year while they remain students, irrespective of when they started. Registry will email continuing students when the online enrolment process is available for them to complete. Students who have academic fees or accommodation charges outstanding from the previous year will be unable to enrol for the new academic year until the debts have been settled. Permission to re-enrol may also be withheld in cases where a student has failed to make satisfactory progress or to achieve a satisfactory academic standard of work for the degree programme. In such a case, supervisors should ensure that they have raised the issues with the student, discussed the issue with the School Research Lead, provided the student with an interview with the School Research Lead and given the student sufficient chance to rectify the issues before proposing that they be required to withdraw (see Unsatisfactory Academic Progress Procedure). If enrolment is not completed within one month then access to University facilities may be withdrawn. Students who fail to enrol over a specific time period may be withdrawn from the University. Financial enrolment must also be completed. Students must normally provide satisfactory evidence of their ability to pay tuition fees (e.g. sponsor’s award letter or bank statement) and may be required to pay a deposit. Payment by instalment is available as an option. Queries about financial enrolment should be directed to Cheryl Seargent in the Finance Department (by telephone on 01904 876616 or email to [email protected]).

It is mandatory for all international students to show their passport (and biometric identity cards if appropriate) at initial registration. Further information about immigration is provided in section 4.10 of this handbook. Students can email [email protected] with any queries about logging into e:Vision or if help is needed with the enrolment process and the query will be answered as soon as possible. Alternatively, students can call Registry on 01904 876757 between 9am and 5pm from Monday to Friday. To help in processing the query the student ID number (provided on the enrolment email and student ID card) should be quoted in all correspondence. 6.8 Payment of academic fees

The payment of fees forms part of the financial enrolment process. Academic fees for research students starting in 2017-18) are: PhD/MPhil/Masters by Professional Research Doctorate Full-time Part-time Part-time UK and EU students £4,250 pa £2,125 pa £3,000 pa International (Non-EU) students £10,000pa N/A £3,750 pa

Fees for registration during partial years are calculated pro-rata. Self-funding students are required to pay academic fees at enrolment. Payment may be made by instalments. Students who have an award or sponsorship to cover fees must provide evidence of that agreement (e.g. the formal award letter) and contact details for the awarding body or sponsor. Enrolment cannot be completed until that has been done. For students who have been awarded a YSJU studentship this information will be supplied directly to Finance. The University will invoice the sponsor directly for the annual academic fees and sponsors are required to pay the annual academic fees in full at the beginning of the programme of study, upon receipt of the invoice. Instalment arrangements are not available for payment by a sponsor. For further information about the payment of academic fees, please contact Cheryl Seargent (by telephone on 01904 876616 or email to [email protected]). 6.9 Student expenses

All tuition-fee paying research students are eligible for an expenses account to support their research project. An amount of £900 per year for a full-time student or £450 per year for a part-time student is available during the course of the standard period of study only. Research students who are in receipt of a YSJU studentship do not get a separate expenses allocation as an equivalent amount has been calculated as part of the bursary payment. Full details of what may, and may not, be claimed for and the methods for accessing the funding available is contained in the Postgraduate Research Student Expense Accounts Policy . 6.10 Student records

The student records system is maintained by Registry and provides staff and students with a way of accessing individual student information held on the central database. The system is used throughout the student journey, from enrolment

30 Research Degrees Handbook 2017 through progression to graduation ceremony tickets. All research students have an individual record on the system for the management of specific aspects of a research degree candidature (including admission, registration, progress etc.). The student records are also used for statistical monitoring by the University and each year information is provided to the UK Higher Education Statistics Agency (HESA) relating to the University’s academic staff and students. This is a national record providing statistics to the higher education funding councils, the Department of Education Northern Ireland, and the HEIs themselves. Should further details be required on the information provided by the University please consult the HESA website at: www.hesa.ac.uk/collection-notices. Change of name Students must register using their legal name (i.e. the name shown in a passport or other legal documentation). If a student wishes to change the name from that used when first registered with the University a ‘Change of Name’ form should be completed and handed in to the Student Information Desk in the Holgate building. Students will need to provide appropriate supporting evidence that the new name is valid, such as a birth or marriage certificate or a deed poll when the request is submitted. International students must bring their passport. The name that will be shown on the award certificate will be the name held on the student record. Change of address Any change in address must be notified to the University via e:Vision (www.yorksj.ac.uk/evision). International students should ensure that UK Visas and Immigration are informed of any change of address and those who are required to register with the police must also keep them informed of any changes to their address. Registration certificates Students can request a bank, council tax or confirmation of attendance letter through their e:Vision account and can then collect the letter from the Student Information Desk in the Holgate building. Council Tax Council Tax is a tax payable on dwellings. University-owned accommodation occupied wholly by students is exempt from Council Tax. Private dwellings occupied wholly by full-time students are also exempt from Council Tax. Students who share a home (either University owned or privately owned) with non-students may need to pay a proportion of the Council Tax. Adult dependants who are not in full-time education will be liable for Council Tax but may in certain cases be able to claim Council Tax Reduction. In these cases, students should investigate the position thoroughly as it could affect their financial position. Students who are eligible for exemption from Council Tax may need a Council Tax statement from the University to make a claim. Statements (registration certificates) may be requested through e:Vision. Research students who have submitted their thesis for examination no longer qualify for Council Tax exemption under Part II of Schedule I of the Council Tax (Discount Disregards) Amendment Order 1996. For details of Council Tax exception for international students, see section 4.10.7. Student railcard applications Full-time research students are eligible for 16-25 Railcards for discounted train journeys, irrespective of their age. The Student Information Desk in Holgate can

31 Research Degrees Handbook 2017 access student records to verify eligibility and sign and stamp Railcard applications. Part-time research students are not eligible for 16-25 Railcards. 6.11 Student identification card

All students are required to obtain a student identification (ID) card as part of the enrolment process. Failure to do this may result in being withdrawn permanently from the University. The ID card will be valid for the life of the programme of study and will therefore normally only be issued during enrolment for the first year of study as a research student. However, research students will still be required to re-enrol on an annual basis in September whilst remaining a student on the degree. Replacement cards can be issued from the Student Information Desk for students whose programme of study has been lengthened through periods of suspension or extension. Guidance and information on replacement ID cards is available from the Student Information Desk in Holgate. When reporting a lost ID card a student should bring some form of identification and may be required to pay a fee for the issue of a replacement card. 6.12 Communication from the University

It is the responsibility of research students to ensure that they regularly check their University email account for communications from the University. This is the means that we will use to contact students in relation to matters such as re- enrolment, approval of suspensions or extensions of study, transfer/review processes and notifications regarding the examination process. Students are able to update or add a personal contact email address through their e:Vision account. 6.13 Induction

Research student inductions are held three times per year in October, February and June. Normally these will be on the first of the month but they may on occasion be held later in the first week of the month (e.g. if the first day of the month falls during a weekend). Inductions are delivered mainly by the ADD and Registry, using the ADD 07 Cohort Induction Checklist. Some important parts of the induction process are also carried out in schools, mainly by the main supervisor, and new research students should make an appointment with their main supervisor to go through these during their first week. Attendance at induction is normally required, but in exceptional circumstances if research students are unable to attend a cohort induction, they may work through the ADD08 Individual Induction Checklist instead. 6.14 ‘Starting Your Research Degree’ course

The ‘Starting Your Research Degree’ course has been developed from a well- established compulsory University of Leeds course. It has been customised for use at York St John University. Attendance is strongly recommended. The course covers: * the research degree process – being a research student at York St John; * getting the best from your supervisor; * your research degree in context – where do you fit in at YSJU?; * copyright and Information Learning Services for research students;

* doing the right thing – researching with integrity; * an introduction to career planning; * looking ahead – being prepared for your research degree.

It also provides a valuable opportunity to meet other new research students, check on the process of analysing training and development needs and discuss the development of a training plan.

7. The research student journey

7.1 Supervision

Full-time research students are entitled to a minimum of 10 formal supervision meetings a year (for part-time research students the equivalent number is 6 meetings). Whilst the pattern and timing of meetings will vary according to the precise stage of the candidature and between subject areas it is expected that meetings will be held regularly throughout the standard period of study with gaps between meetings of no more than 8 weeks for full-time research students (or 12 weeks for part-time). Attendance on the programme of study, and the recording of this attendance, is a requirement of the University. Failure of the research student to attend their programme of study, or to document supervisory meetings properly, may result in the termination of the candidature. The supervisor will maintain supervisory contact and oversight of progress towards completion of the thesis during the overtime period. It is the responsibility of the supervisor to ensure that written records of formal supervision meetings are maintained. In many cases this involves the research student preparing draft notes of the supervision meetings for agreement with the supervisor. A copy of the supervision log should be submitted as part of the documentation for review and transfer meetings and should also be sent to Registry on an annual basis for the research student’s file. It should be noted that face-to-face interaction between research student and supervisor(s) is essential and a telephone call cannot normally be a substitute for a meeting. Subsequent electronic communication may be used as a further support. Where research students are temporarily carrying out research abroad, on fieldwork or at other institutions in the UK (see section 10.8) formal supervisory contact may take place by other means (e.g. Skype, telephone, email). Records of the contact, e.g. copies of emails, should be kept in these circumstances. 7.2 Attendance monitoring

Research students are required to maintain regular contact with their supervisor(s) and attend for formal supervision. In addition, research students will need to attend appropriate training courses, personal development programmes and research seminars in consultation with their supervisor(s). Persistent neglect of work and failure to make progress and/or achieve a satisfactory academic standard may result in a research student being required to withdraw from the University. Please refer to the Attendance Monitoring Guidelines for further information. 7.3 Progression

There are clearly defined procedures for monitoring and reporting on research student progress. The progress of the research student in acquiring sufficient expertise in ’generic and subject/professional skills‘ will be monitored regularly through review reports as well as in the transfer process. Progress will be reviewed against the agreed training plan and relevant learning outcomes. The formal assessment points are: First formal review (all research students); Transfer assessment (provisional PhD students only – see below);

Annual reviews (all research students). At an early stage in their candidature research students should make themselves aware of the Learning Outcomes for award of the research degree programme for which they are registered. These are the criteria that will be used by the examiners when examining the thesis at the final examination stage. The progress made by a research student towards meeting the learning outcomes will be assessed at the transfer stage and during annual reviews. 7.4 Review meetings

The first formal review meeting will be held shortly after the end of the sixth month for new full-time research students (or shortly after the end of the ninth month for new part-time research students). Annual reviews will take place at twelve-month intervals after the first review meeting for MPhil or Masters by Research students and at twelve-month intervals after the transfer for PhD students. Professional doctorate students will be subject to the review process once they have successfully gone through the transfer process to Stage 2 of the programme. The research student must provide the following documentation, with relevant input from the main supervisor, for each review meeting: 1. A piece of written work that presents an opportunity to assess academic progress without detracting from completion of the research and thesis writing. The content of the written work is to be agreed between the supervisor and the research student in accordance with any School requirements and should be appropriate to the point the research student has reached in their candidature;

2. A reflection on progress to date, this might include completed chapters / laboratory work and conference attendance;

3. A plan for completion of the research and the thesis within the remaining period of study (e.g. Gantt chart);

4. Completed Progress Report for Review form;

5. Completed/updated Training and Development Needs Analysis and Training Plan;

6. An up-to-date supervision log covering the previous 12 month period.

The research student has the opportunity to comment on any issues, which may have adversely affected their progress in the Progress Report for Review. 7.5 Composition of the review panel

All review meetings must include the research student, main supervisor (and co- supervisors if available) and an independent assessor (from a cognate discipline, but from outside the supervisory team) who will chair the review meeting.

7.6 Report of the review panel

Following the meeting, the independent assessor completes the review meeting report form within 10 working days of the meeting and sends a signed copy of this (along with copies of the completed Progress Reports, Training and Development Need Analysis and Training Plan to the School Research Lead) for authorisation and onward transmission to Registry for consideration by RDSC. The School Research Lead should authorise the reports within 5 working days of receipt and send electronic copies of the documents to Registry for circulation to the student and main supervisor and for consideration by RDSC. The supervision log will not be received by RDSC. RDSC will consider reports as reserved business and appropriate steps will be taken where issues are identified. Once a report has been approved by RDSC, Registry will advise the research student (copied to supervisors, School Research Lead and ADD University Research Administrators). In the event that RDSC requires the report to be amended before it can be approved, a copy of the final approved version will also be sent to the student and supervisory team. 7.7 Transfer assessment

All doctoral students are initially registered as either provisional doctoral students or as postgraduate research students and are subject to a formal transfer assessment process within a specified timescale (see section 7.12). If successful in this assessment, the student is transferred to a specific degree category after the initial provisional stage. MPhil or Masters by Research students are not required to undergo a transfer assessment, however, progress should be reviewed on an annual basis, after the first formal progress review, in the same way as for PhD students. The assessment at the transfer stage is intended to identify whether the individual student and the research project have the potential for research at doctoral level and also to assess whether completion of a thesis within the standard period of study for the programme concerned is a reasonable expectation. It will also consider whether the student has made satisfactory progress with the agreed training plan. Full-time students are required to complete the whole transfer process, including the oral examination and any potential revisions to the transfer report, within 12 months of their start date (24 months for part time students). Practice-led research degree students should also refer to the additional requirements for transfer assessment as outlined in Appendix A of the Code of Practice for Research Degrees. Professional doctorate students should also refer to the additional requirements for transfer assessment as outlined in Appendix B of the Code of Practice for Research Degrees. 7.8 Progress report: pre-transfer stage

A Progress Report: Pre-Transfer Stage form should be completed by the student and supervisory team immediately prior to the transfer stage and this will be considered by the Transfer Assessment Panel. The report requires an assessment of the progress by the student, progress against the training plan and an assessment of English language ability in addition to ethical and data storage requirements. The student will complete their section of the form first and then

36 Research Degrees Handbook 2017 pass it to the main supervisor. It is expected that the main supervisor will normally complete the form on behalf of the supervisory team. 7.9 Transfer submission requirements

Transfer submissions should normally be submitted within 10 months (22 months for part- time students) and must include: 1. A progress report, covering work carried out to date, a description of their key research question and how this has been refined, and a proposal of how the research and thesis will be completed; 2. A planned schedule for completion of the thesis (for example using a Gantt chart) within the standard period of study (three years full-time or six5 years part-time); 3. A draft plan of chapter headings for the final thesis; 4. A sample of sole-authored written work relating to the topic of at least 10,000 words. This may be a draft chapter from the thesis, a critical review of the literature/evidence base, a critical discussion of methodology or another piece of work agreed by the supervisor and School Research Lead (work that has been co-authored is not permissible for transfer assessment purposes); 5. If the student is pursuing a practice-led research project then the submission must include evidence of creative practice which, depending upon the nature of the practice, might be a creative writing component, the staging of an exhibition of visual work, a live performance, or the documentation of creative practice/performance in a retainable form. This should be accompanied by a sole-authored written piece of at least 5,000 words that critically reviews, analyses and/or contextualises the practice (work that has been co-authored is not permissible for transfer assessment purposes); 6. Statement of Academic Integrity, Safeguarding Data and Ethical Requirements ; 7. Training Plan and record of training undertaken; 8. Reports on the student’s progress from the supervisor(s) (the first formal progress and transfer stage reports). 1-7 above should normally be supplied electronically by the student to the ADD University Research Administrators to be forwarded to the members of the transfer panel, though Schools may specify that hard copies for each member of the Transfer Assessment Panel are also to be provided. Item 8 will be supplied by the supervisor. Professional Doctorate students will submit their research proposal in place of point 4 or 5 above (see Appendix B of the Code of Practice for Research Degrees for more details. Students will be assessed by the Transfer Assessment Panel, in the form of an oral examination. It is important that the prescribed time limits (see section 7.12) for transfer decisions are adhered to. It is expected that students will be present in York for their transfer assessment. This equally applies to any second, or repeat transfer assessment should one be required. Students on degrees that contain assessed taught modules (e.g. Practice led Doctorates) must also have met the progress requirements of the taught element.

5 Five years part-time study in the case of Provisional PhD students on UoL research degrees.

Professional doctorate students will present their research proposal as the submission for the transfer meeting. 7.10 Composition of the transfer assessment panel

Transfer Assessment Panels will comprise of at least two academics from the same or a cognate subject or discipline who are independent of the supervisory team. Panels will be chaired by a senior YSJU academic who has relevant supervisory experience (Executive Dean, Pro Dean, Head of School, Deputy Head of School, Professor, Associate Professor, Reader, Subject Director or YSJU Senior Supervisor). All members of the panel will read the written submission and participate in the oral examination. In exceptional cases, consideration may be given by RDSC for the use of an external assessor on the Transfer Assessment Panel. Such cases might, for example, include situations where it is not possible to identify a member of staff who has relevant expertise and who is unconnected with the supervision of the student6. As with final examinations, a member of the supervisory team may attend the transfer oral examination as an observer/note taker at the request of the student. 7.11 Joint report of the transfer panel

Following the transfer assessment meeting the Chair of the Transfer Assessment Panel will complete the Joint Report of the Transfer Panel on behalf of the panel within 10 working days of the meeting. This report will be signed by all members of the panel and forwarded to the relevant School Research Lead for authorisation. The School Research Lead should authorise the reports within 5 working days of receipt and send electronic copies of the documents to Registry for circulation to the student and main supervisor and for consideration by RDSC. The supervision log will not be received by RDSC. RDSC will consider reports as reserved business and appropriate steps will be taken where issues are identified. Once a report has been approved by RDSC, Registry will advise the research student (copied to supervisors, School Research Lead and ADD University Research Administrators). In the event that RDSC requires the report to be amended before it can be approved, a copy of the final approved version will also be sent to the student and supervisory team. 7.12 Transfer deadlines

Students are required to complete the transfer assessment process according to the following deadlines: Method Degree Transfer interview to Maximum period of Study be held and decision after deferral of taken decision

6 In sending forward recommendations for the appointment of an External Assessor, Schools will be required to provide the following information for consideration: details of the current employment of the proposed assessor (the normal expectation is that they will be senior members of the academic staff of a UK HEI). Where an External Assessor is approved for appointment, the School Research Lead is responsible for ensuring that the Assessor is fully briefed upon the regulations and procedures for research degrees. It is not possible for the same individual to act as the External Assessor at transfer stage and as the External Examiner for the final examination of the student.

Full-time Postgraduate within the first 12 months 18 months from the Research or of period of study date of Provisional PhD commencement of study Part-time Postgraduate within the first 24 months 30 months from the Research or of period of study date of Provisional PhD commencement of study Part-time Professional within the first 24 months 30 months from the Doctorate of period of study date of commencement of study

7.13 Postponement of the decision on transfer

In exceptional cases, and subject to prior approval, transfer decisions may be deferred by up to six months. A case for a postponement of the transfer decision would have to be made on academic grounds to RDSC via Registry. If a School is then unable to make a recommendation that the student should proceed to either Doctoral or MPhil study (where that option is available) within the time limit allowed then the student must withdraw. 7.14 Recommendation following transfer

The recommendations that may be made by Transfer Assessment Panels are:  transfer to full PhD registration;  transfer to MPhil registration (transfer to a Mastership by Research at this stage is not permitted);  on the first occasion only, and provided that the University’s prescribed time limit allows, deferral of a decision about transfer for a limited period to permit the work to be revised and then reassessed. If a transfer decision is deferred, a final decision must be made with 18 months of the start date (30 months for part time students);  a decision that the student withdraw from the research degree. Transfer Assessment Panel reports and recommendations will be considered and approved by RDSC. In all cases, the student will receive a copy of the decision made by the Transfer Assessment Panel. The transfer assessment report will provide the following information:

(a) whether the student should now be registered for the degree of PhD (or other Doctoral programme) or MPhil ; (b) the names of the members of the supervisory team; (c) the draft title of the thesis; (d) confirmation that the student has made satisfactory progress on the agreed training plan, appropriate ethical review arrangements are in place and that data storage and safeguarding issues have been addressed; (e) any other factors which the School wishes to draw attention to. In addition, for students registered on practice-led programmes: (f) details of the work that will contribute to their final submission.

7.15 Deferral of the decision on Transfer

The Transfer Assessment Panel may, on academic grounds, recommend a deferral of the transfer decision to RDSC. The time limit for any deferral after a transfer interview for a full-time PhD student cannot exceed 18 months from the commencement of study (see section 7.12). If the School Research Lead is unable to recommend that the student should proceed to either PhD or MPhil study (where that option is available) within the time limit allowed then the student must withdraw. Where a student registered for Provisional PhD is in receipt of a research grant and is recommended to proceed to an MPhil, the grant awarding authority should be informed and the necessary adjustment in funding be made. 7.16 Unsatisfactory Academic Progress Procedure

Where there are concerns about poor course participation and unsatisfactory academic performance by a research student the Unsatisfactory Academic Progress Procedure (UAPP) will be used to resolve those concerns. This process will investigate the student’s ability to continue with, and successfully complete, their research degree within the remaining period of study. The UAPP may be instigated at any stage in a research degree (both before and after the transfer stage and during the overtime period). Full details of the process involved and the actions expected are contained in the UAPP. 7.17 Monitoring of progress

Registry will maintain a comprehensive record of the student’s candidature, including notes of supervision meetings, reports, the agreed training plan and records and other information (for example, medical certificates) which have a bearing on the student’s progress. These records will be maintained in accordance with Data Protection legislation. Research student progress is reported to and monitored by the Research Degrees Sub Committee. 7.18 Completion of research degrees

The University expects that theses will be submitted within the standard period of study prescribed for each research degree programme (see section 7.19). School Research Leads are responsible for ensuring that research topics or projects are suitable in length and scope for the relevant period of study and that they do not become over extended or too ambitious for completion within the standard period of study. Students must maintain regular contact with their supervisory team and advise their supervisors if the project appears to be developing serious academic deficiencies, may not be capable of completion within the required time, or they are not being provided with sufficient technical or resource support. If at any stage they feel supervision has become inadequate, this should be drawn to the attention of the School Research Lead or the Postgraduate Research Tutor. The Unsatisfactory Academic Progress Procedure (see section 7.16) will be used where a supervisory team has any misgivings about the continued suitability of a student for the research degree.

MPhil and PhD Students should aim to submit PhD and MPhil theses within the standard periods of study (see section 7.19). The regulations require submission before the end of the maximum period of registration. Mastership by Research Mastership by Research students are expected to complete their research work and submit the thesis within 12 months of full-time study (or 24 months of part- time study). With these deadlines, it is very important that the work is clearly focused and a disciplined approach to the project is adopted. The research project should be clearly defined and planned before the student commences study. Students wishing to proceed to PhD study must complete and submit their Master’s thesis (this includes having undertaken the Viva, made any corrections required, resubmitted the thesis and for it to have been signed off by the examiners) before commencing study for a PhD degree. Importance of completing the thesis before commencing employment The University has clear regulations regarding the maximum period of registration for the submission of research degree theses. Students can often fail to appreciate the difficulty of completing their work within the period required. If a student leaves the University for reasons of employment during the candidature, the chances of submitting satisfactorily are significantly reduced. It is, therefore, most important that students are aware of the difficulties of completing and submitting their work if they propose such a course of action. 7.19 Periods of study: standard, maximum and minimum

The standard period of study is the typical time between initial registration and submission of the thesis for a specified research degree programme. All students are reminded that the thesis submitted for examination should represent research that may reasonably be expected of a capable and diligent student during the standard period of study and that, in normal circumstances, the thesis should be completed within that period. The maximum period of registration is the time limit for submission of the thesis for the specified research degree programme. The following tables indicate the standard, maximum and minimum periods of study for research degree programmes: York St John University Degree Mode of Minimum Standard Normal Study Period of Period of Maximum Registration Study Period of Registration PhD Full-time 2 years 3 years 4 years Part-time 3 years 6 years 7 years Professiona Part-time 4 years 6 years 7 years l Doctorate MPhil Full-time 1 year 2 years 3 years Part-time 2 years 4 years 5 years MA/MSc by Full-time 1 year 1 year 1 year

41 Research Degrees Handbook 2017 research Part-time 2 years 2 years 2 years

University of Leeds Degree Mode of Minimum Standard Normal Study Period of Period of Maximum Registration Study Period of Registration PhD Full-time 2 years 3 years 4 years Part-time 3 years 5 years 7 years MPhil Full-time 1 year 2 years 3 years Part-time 2 years 4 years 6 years MA/MSc by Full-time 1 year 1 year 1 year research Part-time 2 years 2 years 2 years

Periods of study are calculated in whole months from the first of the month. 7.20 Alterations to periods of study

In some cases, a reduction in the standard period of study may be approved to enable a thesis to be submitted early for examination. Recommendation for this can only be made by a School Research Lead in cases where: (a) the thesis is complete and is ready for submission; and (b) has been read in its entirety by the supervisory team. The main supervisor must confirm in writing that they have read the thesis and that their view is that it is ready for examination. Where a School Research Lead considers that the recommendation for early submission is warranted the request should be forwarded to Registry for consideration by RDSC. There are limits on the length of the reduction of the period of study that may be approved (with no reduction permitted for the Mastership by Research), as follows: Earliest dates for submission

PhD full-time at the end of 2 calendar years of full-time study PhD part-time at the end of 3 calendar years of part-time study Professional at the end of 4 calendar years of part-time study Doctorate part- time MPhil full-time at the end of 1 calendar year of full-time study MPhil part-time at the end of 2 calendar years of part-time study

Self-funded research degree students (except those registered for the degree of Mastership by Research) who submit their theses for examination before the end of the standard period of study for which they have paid academic fees in full may be eligible for a partial refund of fees, subject to successful completion of the

42 Research Degrees Handbook 2017 examination. No refund will be made unless all academic fees have been paid at the appropriate stage required by the University. International students (in the UK with permission as a student) are advised to contact the Visa and Compliance Advisor for immigration advice on the implications of early submission to their visa status on telephone number 01904 876864 or email: [email protected] Early submission: refund of fees Self-funding students who submit their thesis for examination before the end of their standard period of study (where a reduction to the standard period of study has been formally approved by RDSC), for which they have paid academic fees in full, may be eligible for a partial refund of fees subject to completion of a successful examination. No fee refund will be made unless the student is successful in their examination and any refund will not be paid until such a time as the student’s award is approved. Students should note that the above fee refund applies only to those students submitting within the standard period of study (students who have suspended study during their standard period of study will not normally be considered for a refund). 7.21 Suspensions, extensions and authorised absences

Some students will encounter events or circumstances, which disrupt their academic progress (e.g. ill health, personal difficulties). In many cases, students will recover any time that is lost during their candidature but where difficulties are sufficiently disruptive this may not be possible. Such circumstances are accommodated by considering a period of suspension or extension of study that will lengthen the overall candidature and delay the deadline for submission of the thesis for examination. In all cases, the length of suspension or extension requested should be reasonable in the sense that it bears close relation to the difficulties experienced by the student. For example, it is unlikely that a 6 months suspension of study will be granted for a minor illness. A student who is unable to study or believes their progress is significantly disrupted should first contact a member of their supervisory team. If the supervisors are not available, they should contact their Postgraduate Research Tutor or School Research Lead. It is a requirement for a student to keep the University informed of any circumstances which significantly interrupt their studies and to provide appropriate documentary evidence (e.g. medical certificate). It is important not to let time pass without informing the University and, where appropriate requesting a suspension. A suspension will not normally be backdated by more than one month. If a student does not keep in contact with the University and advises the relevant staff of any problems being encountered it may result in the loss of time available to complete the research.

Authorised absence This is a short period of absence from studies (normally up to four weeks duration in addition to any period of annual leave (five weeks)) in any one calendar year authorised by the supervisor. The absence will not have any effect on the

43 Research Degrees Handbook 2017 student’s ability to meet deadlines and no lengthening of the candidature will be authorised.

Suspension of study A suspension of study is a period of interrupted study (of one or more months) when the student temporarily leaves the programme and loses their registration status. During this time the student is not expected to progress their research or pay academic fees. They are not entitled to supervision and do not have access to the library or other University facilities (e.g. laboratory or practical space). Access to IT facilities (e.g. email), however, will remain available. A period of suspension will not count towards the deadlines for the research degree, including the transfer deadline (if this has not taken place), and the maximum time limit for submission of the thesis. Deadlines will, therefore, be lengthened to take account of the suspension period. When the student resumes study, it will be on the basis that they are medically fit to do so and/or that the difficulties have been overcome satisfactorily. Extension of study An extension of study is a lengthening of the candidature to take account of unexpected/unavoidable disruption to studies which has slowed down academic progress significantly. The student will not leave the programme and will continue to progress their research. Typical reasons for an extension include recovery from accident or illness, equipment breakdown or significant personal difficulties. Requests will normally be made prior to the completion of the standard period of study and at a point when it is clear how much of the time lost has been compensated for during the standard period of study. A timetable for completion, agreed by the student and supervisor(s) will be required. In very exceptional cases where the research of a PhD student reveals a substantial quantity of unexpected new material during the third year of full-time study, consideration may be given to an extension of up to one year. Cases will be considered by RDSC and it is anticipated that the number approved will be small. In the case of Masterships by Research, the maximum period of extension permitted on academic grounds is 3 months. Process for requesting suspensions and extensions of study Students should submit a completed suspension/extension form (UoL/YSJ) to a member of their supervisory team for consideration of a suspension or extension. Once a supervisor has completed their section of the form they should pass it to the School Research Lead for approval. The School Research Lead is responsible for submitting requests for suspensions/extensions of study to Registry for consideration by the RDSC subgroup. A suspension/extension form for completion by the School is also available (UoL/YSJ) if the student is unable to complete the version referred to above. When considering requests for suspensions and extensions of study, RDSC will take due regard of the University’s regulations and external factors including Home Office and Research Council requirements. Students are responsible for checking any implications on their funding with the scholarship/awarding body or provider.

International students (in the UK with permission as a student) are advised to contact the International Visa and Compliance Advisor ([email protected]) for immigration advice on the implications of a suspension or extension of their research degree candidature to their visa status.

Limits on the length of suspensions and extensions of study Students will not normally be granted periods of extension and suspension equivalent to more than 24 months in total beyond the normal maximum period of registration. Frequently asked questions on suspensions and extensions FAQs (UoL/YSJ) for research students regarding authorised absences, suspensions and extensions are available. These include guidance specific to international students. 7.22 Withdrawal

A student may find it necessary to leave the University permanently before completion of studies. Students should be aware that withdrawal may affect their grant entitlement. It is sensible, therefore, for students to contact their sponsor if they are considering permanently withdrawing to find out how it might affect their position. They must also discuss their intentions to withdraw with their supervisory team and School Research Lead. Advice on the implications of leaving YSJU permanently may be taken from the Student Information Desk. A Notification of Withdrawal form (available from the Student Information Desk in the Holgate building) should be completed and returned to Registry, along with the student ID card, locker key and any other equipment on loan. Failure to return equipment or keys may result in a student being invoiced for their replacement in addition to any other outstanding debts to the University. 7.23 Holiday entitlement

Research students may, with prior agreement of their supervisor(s), take up to 25 days holiday each year as well as the time during which the University is officially closed. In 2016/17 YSJU is officially closed: 22 December 2017 – 2 January 2018 inclusive 30 March 2018 – 2 April 2018 inclusive 2 May 2018 28 May 2018 27 August 2018 7.24 Work outside a research degree programme

The University recognises that some activity such as teaching experience or other relevant professional placements may be beneficial to the career development of the student. Students should consult their supervisor(s) before undertaking any teaching (or the equivalent in professional practice) within the University and discuss whether any teaching undertaken will adversely affect the time available for the conduct of

45 Research Degrees Handbook 2017 their research. See the Protocol for Postgraduate Research Students (not employed on substantial HEI teaching contracts) engaging in teaching at YSJU. Full-time students on YSJU Studentships are asked to note that they are subject to a limit of 250 hours of paid activities associated with teaching or the equivalent in professional practice within the University. Students should note, however, that some sponsoring bodies (including Research Councils, Charities and other Sponsors) may impose a lower limit for paid activities per session. All students funded by such bodies are required to observe the limits imposed.

8. Researcher training and development

8.1 Introduction

A wide range of personal and professional development opportunities for research students are available on site at YSJU. Students registered on University of Leeds degrees can also access appropriate courses at the University of Leeds (UoL). The overall aim of personal and professional development activity is to enable research students to develop their research performance, employability, professionalism and engagement with society. The modern research degree combines the bedrock of research skills and subject knowledge with the opportunity to develop a much wider range of transferrable attributes, to prepare research students for employment and help them realise their ambitions, whatever their chosen career path. 8.2 Training and development needs analysis and training plan

Within one month of commencing their studies7, research students and supervisor(s) should review the students training needs and formally agree a training plan, using the ADD06 Training and Development Needs Analysis (TDNA). Supervisor(s) will be responsible for initiating this process, which is intended to help monitor and assess the achievements of students in acquiring sufficient expertise in ‘generic and subject/professional skills’. The TDNA it is based on the Vitae Researcher Development Framework and covers all the knowledge, behaviours and attributes of successful researchers. It is important when completing this to remember that it is unreasonable to expect new research students to possess all of these skills or to develop all of them in a single year. The TDNA should be used to identify achievable priorities for development in the first year. Some descriptors will not be relevant to all research students, for example, some may not wish to engage in Teaching, and a Not Applicable response can, on occasion, be perfectly appropriate. A copy of the completed Training and Development Needs Analysis and Plan must be sent to Registry for retention with the student’s records. Monitoring progress with the training plan and updating the plan must be carried out in review meetings after six months full- time or nine months part-time, at the transfer stage and at least annually thereafter, unless an appropriate alternative training plan is provided (see section 8.4). 8.3 Personal and professional development opportunities

The main source of training courses is the YSJU Research Skills Development Programme run by the Academic Development Directorate (ADD). A number of other providers also offer training and development opportunities including YSJU Schools, Staff Development at YSJU and the University of Leeds.. Details of the range of courses and providers are available on the ADD website. YSJU students cannot use the online booking system in use at UoL. To book a place on any of the UoL courses contact the Academic Development Directorate

7 Two months for part-time PGRS.

(email [email protected]). YSJU Staff Development courses can be booked using the online booking system. 8.4 Personal development planning

Research students are encouraged to record and reflect on training and development activity within a Personal Development Plan (PDP). Research students who are already maintaining a PDP or portfolio for continuing professional development (for example for a professional body such as the Chartered Society of Physiotherapists) may wish to continue with this and embed reflection and development relating to their research degree within that structure. All YSJU research students can also use the Vitae RDF Online Planner, to obtain an account for this contact the Research Development Manager, [email protected]. Post-transfer PhD students can use RDF Online Planner outputs as an alternative to updating their TDNA. Professional body PDPs or portfolios may also be used as alternatives to the TDNA, but must be approved by the School Research Lead. 8.5 National Researcher Development Framework

‘The Researcher Development Framework articulates the knowledge, behaviours and attributes of successful researchers and encourages them to aspire to excellence through achieving higher levels of development. The framework is a comprehensive new approach to enhancing the careers of researchers. It was developed by and for researchers, in consultation with academic and non-academic employers’.

[Source: http://www.vitae.ac.uk/rdf] The Researcher Development Framework (RDF) has been developed at national level and is a valuable tool in helping researchers consider their own personal and professional development. There is also a ’summary’ document known as the Researcher Development Statement and its use is endorsed by over 30 national organisations including the UK Research Councils. The RDF identifies skills and attributes of researchers in four broad domains:  Domain A – Knowledge and intellectual abilities;  Domain B – Personal effectiveness;  Domain C – Research governance and organisation;  Domain D – Engagement, influence and impact. Further information about the RDF and useful resources are available from www.vitae.ac.uk/rdf. 8.6 Writing development

Most new postgraduate research students (PGRS) can benefit from writing skills development and even experienced writers can benefit from refining their style. A range of writing support is available at York St John University to help enable research students to fulfil their potential as writers: 1) Supervisors As subject specialists, supervisors have a vital role to play in developing appropriate writing skills. Supervisors need to encourage early writing, provide detailed feedback, ensure that students take this on board and follow discipline specific styles and conventions.

2) Study Development https://www.yorksj.ac.uk/student-services/disability-advice-team/study- development/ Not just for taught course students! Two of the staff in the Study Development Team hold PhDs and another has taught English Literature at the University of York. We also have experience of authoring and publishing academic articles. The team provides a range of writing development opportunities including drop in sessions, tutorial slots and workshops. Supervisors should encourage students to contact the Student Information Desk in Holgate to book an appointment or get them to email them at: [email protected] If you think a student that you are supervising may have dyslexia please refer them to the Study Development Team. They can offer further support and guidance and will undertake a screening with the student to ascertain the best way forward. York St John works closely with an educational psychologist service so we can arrange for a full assessment to be undertaken.

3) Royal Literary Fund Fellow Writer in Residence https://www.yorksj.ac.uk/student-services/disability-advice-team/study- development/writer-in-residence/ Mark Illis is a novelist and writer of TV drama who is here to offer confidential advice and practical help with writing skills. PGR students from any discipline are encouraged to bring along a sample of written work (suggested length about 1,000 words), or just come for a chat, and talk about problems with planning and structure, style, language or grammar. Mark offers one to one meetings of up to 50 minutes, and further sessions can be booked. Whether you are already a confident writer hoping to refine your style, or a nervous writer who barely knows where to start, Mark is a friendly resource you can use. To make an appointment visit the Student Information Desk in Holgate Student Centre: T: 01904 876477 or E: [email protected] 4) ADD ADD provide Writing Retreats (both mini and residential) for PGRS and staff to develop writing: https://www.yorksj.ac.uk/add/research/events/writing-retreats/ Some of the Research Skills Development Programme courses e.g. ‘Writing Research’ and ‘Literature review’ are also relevant for developing writing skills: https://www.yorksj.ac.uk/add/research/research-skills-development- programme/ 5) Support for disabled PGRS The Disability Advice Team offer a range of support services for disabled students. If a research student discloses disability to you as a supervisor, please refer them on for further advice and guidance. Supervisors may also receive a Learning Support Plan from the team if the student has disclosed a disability on entry to the university. For further guidance, please contact the team on [email protected] 6) Support for international PGRS  www.yorksj.ac.uk/englishhelp - our gateway page.  http://intranet.yorksj.ac.uk/learnteach/epax/ is a useful resource for writers, also available via our gateway link above.

Study Development (International) – provided by International Programmes in the School of Languages & Linguistics – helps students at all levels develop the

academic literacies (and associated language competence) that they need. Appointments bookable via the Student Information Desk (or the webpage above). 7) ILS The Academic Liaison Librarians provide one to one and small group session support on literature searching, current awareness and referencing. Digital Training provides one to one and small group sessions on using Word for Research & PhD writing and the effective use of Turnitin. For more information on these and other services, please see: www.yorksj.ac.uk/ils 8) Proofreading Professional proofreading services can be very useful for large complicated documents like doctoral theses. They can help avoid creating negative impressions with examiners and reduce the chances of corrections and referrals in vivas. 8.7 Training and development plan

Having an effective training plan will enable students to complete their doctorate on time and with minimal stress. Therefore, it is worth investing time in planning, reviewing progress and amending the plan over the course of the research degree. Research students have a wide range of backgrounds and prior experience. For this reason, training and development activity for research students at YSJU is needs based and a wide range of opportunities are offered to allow tailoring to the needs of the individual. It is a requirement of the University that every research student discusses their training and development needs with their supervisor, agrees a training plan and provides a copy of this to Registry within one month of commencement of study for full-time students or two months for part-time students. Supervisor(s) will monitor student progress against the training plan regularly: as a minimum as part of the First Formal Progress Report, the Progress Report: Transfer Stage and annually thereafter.

Step by Step Guide Step 1: Analysing training and development needs Needs analysis is designed to support students in thinking about their personal and professional training and development needs. The YSJU Training and Development Needs Analysis is based on the national Researcher Development Framework (RDF). Using the Training and Development Needs Analysis Tool will help students to consider their training needs within the context of their research degree and future career. This will allow students to track their progress. A printable version of the Training and Development Needs Analysis Tool can be downloaded from : https://www.yorksj.ac.uk/add/research/documents-policies- and-forms-/ . Students are advised to complete this and share it with their supervisors prior to discussing it with them. Step 2: Identifying training and development opportunities to support needs Students and supervisors should consider the range of training and development opportunities open to PGR students through YSJU and UoL, see https://www.yorksj.ac.uk/add/research-/research-degree-training/. External

50 Research Degrees Handbook 2017 courses, such as those offered by the British Library or Vitae (www.vitae.ac.uk) may also be of considerable value. If a student is unable to identify a suitable course or development opportunity to meet their needs, they should discuss this with their supervisors. There are many methods of training and development activities open to research students including workshops, seminars, practice and feedback opportunities, learning from experienced colleagues and from appropriate books or online packages. If a gap in training provision emerges supervisors should contact ADD. Step 3: Planning training and development Students should discuss training needs with their supervisor(s) and agree a training plan. The training plan should set out the skills that the student wishes to develop and should include clear and achievable targets stating deadlines for completing different training activities. It should also detail where the student will be able to access particular training and development opportunities from. A training plan is personal and based on the student’s own self-analysis and should be more than a commitment to attend a series of courses offered by the University. Students must record their training plan in the training plan section of Postgraduate Research Students’ Training and Development Needs Analysis and Training Plan. Step 4: Recording and reflecting on training and development Both student and supervisor(s) should track progress against the training plan regularly; as a minimum after six months full-time or nine months part-time, at the transfer and at least annually thereafter. Students are encouraged to record and reflect on training and development activity within a Personal Development Plan, or the Vitae RDF Planner and once beyond the transfer stage may choose to use one of these as an alternative to the Postgraduate Research Students’ Training and Development Needs Analysis and Training Plan. 8.8 Taught course modules

Unless specific taught course modules are a prescribed part of their research degree programme, research students should undertake study for taught course modules only after consultation with, and approval from, their supervisor(s). The expectation is that any taught modules taken as support for research degree study would normally be taken during the first year of full-time research degree study or the first and second year of part-time research degree study. 8.9 Attending and presenting at research seminars

Attendance and presentations by research students at research seminars is the normal expectation, and supervisors should give strong encouragement to research students to attend. Schools should also bear in mind the needs of students who are not full-time, e.g. those who are part-time or who live some distance from York.

9. Protecting the research and the research student: Integrity, ethics, safeguarding data, copyright and health & safety

9.1 Research integrity, research misconduct and academic misconduct

York St John University is committed to developing a culture of research integrity. Towards this end, the University supports The Concordat To Support Research Integrity and subscribes to the UK Research Integrity Office (UKRIO). For details, see the YSJU Code of Practice on Research Integrity

Research misconduct includes, but is not limited to:

a) fabrication: making up results or other outputs (e.g., artefacts) and presenting them as if they were real;

b) falsification: manipulating research processes or changing or omitting data without good cause;

c) plagiarism: using other people’s material without giving proper credit;

d) failure to meet ethical, legal and professional obligations: for example failure to declare competing interests; misrepresentation of involvement or authorship; misrepresentation of interests; breach of confidentiality; lack of informed consent; misuse of personal data; and abuse of research subjects or materials;

e) improper dealing with allegations of misconduct: failing to address possible infringements such as attempts to cover up misconduct and reprisals against whistle-blowers.

For details, see the YSJU Research Misconduct Policy and Procedures. Within research degrees, research students are responsible for ensuring the integrity of their research. Their supervisors are responsible for helping them to develop their knowledge of research integrity and ethics, vital parts of the Researcher Development Framework. All of the above are extremely serious offences and can lead to termination of a research degree or withdrawal of an awarded degree. In recent years, there have been a number of high profile cases of PhDs being withdrawn because they have contained plagiarism, and YSJU (and the UoL, for those registered on their research degrees) may use Turnitin software to check for plagiarism in work submitted by research students. In addition to research misconduct, individuals sometimes fail to act with academic integrity in the taught components of a research degree. At YSJU this is termed academic misconduct and comes under the same policy and procedure as undergraduate and taught masters courses. The following is not an exhaustive list, but academic misconduct includes: a) plagiarism: this happens where a student incorporates the work of others (published or unpublished) in their own work without properly acknowledging it. It is effectively claiming ownership for work that was done

by somebody else. This includes word-for-word borrowing as well as copying with minor changes. ‘Work’ is not limited to text, but also includes statistics, assembled facts or arguments, figures, photographs, pictures or diagrams;

b) self-plagiarism, i.e. using the same work submitted for a previous summative assessment;

c) using an essay-writing service, buying or otherwise obtaining work online or elsewhere which is then submitted for an assessment. Commissioning an essay is fraud and the most severe penalty, termination of a programme, may apply;

d) fraudulent or fabricated coursework, such as reports of practical work that is untrue and/or made up; fabrication of research or dishonest interpretation of data; unethical research practice;

e) cheating in examinations e.g. through impersonation, taking in unauthorised materials or mobile phones, copying from other students or from notes;

f) collusion: submitting work produced jointly with another student (save where the terms of the assessment require collaboration);

g) deception, for example faking mitigating circumstances or forging a signature relating to a placement.

For details, see the YSJU Academic Misconduct Policy and Procedures. 9.2 Research ethics

All research projects carried out at the University must comply with the Research Ethics Guidelines and it is the responsibility of the research student to ensure that the appropriate level of ethical approval is in place before the research is carried out. Research students working on research projects in the NHS or involving NHS staff, patients or students will need to obtain ethical approval from the relevant NHS Trust(s). Research students will need to demonstrate an awareness of the ethical implications of their research and confirmation that ethical approval has been sought and received where necessary, as both aspects will be checked at the transfer and examination entry stages. The examiners may request access to the full ethical review paperwork considered by the relevant cross school Research Ethics Committee. Failure to seek appropriate ethical approval could have implications for the award of the research degree. Key ethical issues to be considered for the research project include (but may not be limited to):  the balance of risk and benefit of the research project;  the physical and psychological health and safety of the research participants and the researchers involved;  informed consent of research participants;  inducements to participate in research; 53 Research Degrees Handbook 2017

 particular arrangements for vulnerable participants who will be involved in the research project;  conflicts of interest;  issues of confidentiality and disclosure of illegal activity where necessary;  data protection;  intellectual property issues;  monitoring and audit of research and research conduct.

9.3 Process for research ethics approval

Before the research is carried out, the Research Ethical Considerations Form should be completed. The form is in four parts:  Part One: The Initial Screening. Everyone complete this;  Part Two: Decision tree. This is completed if part one indicates that there are ethical issues with the proposed research, but they may not require a full proposal;  Part Three: Mitigation of Ethical Concerns. This is completed if there are some ethical issues which can be dealt with by following standard procedures;  Part Four: Ethics Proposal. This is completed if there are substantial ethical issues in the proposed research that require vetting by the ethics committee. The Ethical Review Flowchart will help to determine the appropriate ethical review for the research project.

An application for research ethics approval should be submitted at least 28 days in advance of the project start date. There are three cross school Research Ethics Committees (RECs) which deal with proposals relating directly to the relevant School. The Chairs for each REC are as follows: Schools REC Chair Business School Nathalie Noret Health Sciences, [email protected] Psychology, Telephone: 01904 876311 Sport. Art, Design& Computer Science, Lee Higgins Performance & Media Production. [email protected] Telephone: 01904 876806 Education, Humanities, Religion & Chris Hall Philosophy, [email protected] Languages & Linguistics. Telephone: 01904 876876

9.4 Safeguarding data and data protection

During the course of a research degree, research students are likely to accumulate a considerable amount of data. All of this needs to be safeguarded

54 Research Degrees Handbook 2017 against loss – loss of data though failure to back-up files, fire or theft etc. is not a legitimate excuse for missing a deadline. Moreover, many research students will also collect significant quantities of personal, confidential or sensitive data that must be adequately protected from theft or disclosure. Loss of such data can have very serious consequences. Research students and supervisors must comply fully with the Information Learning Services Research Data Management Policy failure to do so may lead to termination of a research degree, disciplinary action, legal action or legal liability. Compliance with data safeguarding and protection and should be regularly checked by supervisors and is checked at the transfer stage. Supervisors should help their research students develop their knowledge and awareness of data safeguarding and protection issues, this is an important area for all researchers and a key element of research ethics and integrity. 9.5 Intellectual Property Rights

Intellectual property attracts legal protection depending on what it is and when it was created. An idea alone is not intellectual property and cannot be protected. It has to be something unique that is physically created. There are four main classes of intellectual property: copyright, patents, designs, and trademarks. ADD02 YSJU Intellectual Property Policy contains further details. 9.6 Copyright, related rights, moral rights

Copyright protects original creative works that have been fixed in some way. The protection arises as soon as the work is fixed; registration is not required. Copyright protects works belonging to seven categories:  literary;  dramatic;  musical;  artistic;  films;  sound recordings;  broadcasts.

Computer programs are protected as literary works.

The standard period of copyright protection in the UK is 70 years from the death of the author or creator.

The benefits afforded by copyright can be split into two categories:  economic – the rights to copy, adapt, distribute and perform the work;  moral – the right to be identified as the author or creator, and to not have their work used in a derogatory manner.

Related rights protect those with creative input to a work, but who are not the author or creator. They protect, for example, singers, musicians, performers, producers and broadcasters. Related rights would arise in a live performance at the University, for example: music concerts, plays, film-making, lectures. What can be copied?

There are exceptions in copyright law which allow copying of a work for certain purposes, such as research and private study, or criticism and review. In addition to this, the University holds copyright licences such as the CLA licence. See the YSJU Copyright pages for further guidance. Research students will need permission to reproduce the copyright works of others in their thesis. Permission can mean that the work is copyright free (for example, the copyright has expired); copying is permitted under one of the exceptions in copyright law; there is a licence that legitimises the copying of the work; or the research student has permission to copy from the owner of the work. Before submitting their thesis, research students will need to sign a copyright declaration form to show that permission has been obtained for all third party copyright works that have been included. IP and copyright

Please refer to the section 10.5 and ADD02 YSJU Intellectual Property Policy for advice on intellectual property and copyright issues.

Publishing papers, articles, etc.,

YSJU encourages its research students to publish their research. In signing a publishing agreement authors may be asked to sign away their copyright and research students are advised to read the terms of the agreement carefully, discuss them with their supervisor and remember that they do not need to sign the first agreement they are sent.

HEFCE’s policy for open access in the post-2014 Research Excellence Framework covers journal articles. ILS have produced a booklet on open access and Ray that may be helpful.

Useful links

 IPO guidance on changes to copyright law: https://www.gov.uk/exceptions-to-copyright  IPO PDF guides to exceptions to copyright law: https://www.gov.uk/government/publications/changes-to-copyright-law  Copyright, Designs and Patents Act 1988: https://www.gov.uk/government/uploads/system/uploads/attachment_data/f ile/462194/Copyright_Designs_and_Patents_Act_1988.pdf  Copyright Licensing Agency: http://he.cla.co.uk/  Copyright User: http://copyrightuser.org/

9.7 Health and safety

The University is bound by, and complies with the Health & Safety at Work Act 1974 and associated legislation and, as such, promotes a positive health, safety and wellbeing culture amongst its staff and students. Under the Health, Safety and Wellbeing Policy every research student has a responsibility to:  take care of their own health, safety and wellbeing;  give due consideration to the health and safety of others;

 not interfere with or misuse facilities that are there in the interests of health and safety;  comply with the University’s health, safety and wellbeing procedures and standards;  report issues that they cannot address to their supervisor, or another appropriate individual. Research students should complete a Health & Safety Induction Checklist as part of the induction carried out by the supervisory team to ensure their awareness of health and safety matters at the University and how they might deal with any potential risks associated with their research. Your health, safety & wellbeing at York St John is of the greatest importance to us. Please make sure that if you have any issues concerns or questions that you raise them with your supervisor, as they are there to provide help and support. In addition, please also make use of other support networks such as the Student Services Team and finally the Health & Safety Advisor ([email protected] or 01904 876613) can also be contacted for advice and guidance on health and safety matters. 9.8 Fieldwork review

In advance of any fieldwork undertaken as part of their degree, research students must work with their supervisor in completing the University’s forms in relation to risk profiling and risk assessment. These can be accessed: https://www.yorksj.ac.uk/health--safety/risk-assessment/

10. Support services for research students

10.1 Overview

In addition to dedicated support from their supervisors, research students can access independent academic advice from the relevant School Research Lead or their Postgraduate Research Tutors, for example, if they are experiencing problems with one of their supervisors. In addition, there are a range of other support services available within the University and these are described below. 10.2 Student Services

Help with a wide range of aspects of the postgraduate research experience is available through the Student Information Desk located in Holgate Student Centre. They can be contacted on 01904 876477 or E: [email protected] The Student Information Desk can help research students access development opportunities or address any challenges or difficulties that they may be facing by providing them with advice and guidance on a wide range of issues. It is common for research students to have their own individual needs, whether it is enquiring about different funding streams or course needs or needing further support. The Student Information Desk in the Holgate Student Centre is your first port of call as they can make appointments for or refer to any of the specialist teams below based in Student Services:

Wellbeing Team

The Wellbeing Team offer a range of services for students. These include; counselling, welfare advice, mental health support, mindfulness classes, self-help materials, the Wellbeing Zone programme and a variety of wellbeing workshops. Support is available for students with a range of issues including; depression, anxiety, relationship issues, loneliness, loss and bereavement, domestic violence, perfectionism and eating disorders. The service can be accessed every weekday by attending one of the Wellbeing Drop-In sessions. The Wellbeing Team can be contacted at [email protected]. Further information is available on the website: https://www.yorksj.ac.uk/student-services/health-and-wellbeing- which also details how you can register with the on campus Health Centre .

Study Development The Study Development team offer a range of academic skills sessions that are available to research students whether they have identified a particular problem or if they just want to develop their writing. They cover structuring and planning research, improving academic writing style and expanding critical vocabulary. These skills sessions are delivered through workshops, short writing courses, individual and small group tutorials. Please note that this support is only intended to supplement the advice and guidance available from the supervisor. Disability Advice Team The Disability Advice Team provides advice and guidance to students with a range of conditions including sensory impairments, physical or mobility difficulties, medical conditions such as diabetes and epilepsy and autistic spectrum disorders.

Students may also be eligible to apply for additional funding to pay for a comprehensive package of support. Research students who think that they might have a specific learning difficulty but have not been assessed before should contact the Disability Advice Team to book a screening. Student Funding Advice Team

The Student Funding Advice Team is here to provide information, advice and guidance on all funding related issues. They provide advice and resources on money management and budgeting issues as well as being able to offer impartial advice on student funding, debt management and information on University fees, scholarships and bursaries. Research students can also make use of Blackbullion for free. Blackbullion is a financial education package specifically designed for students.

Other support from Student Services

If you are a LGBT+ Student, a Care Leaver, Student Carer or Mature Student then please access https://www.yorksj.ac.uk/student-services/ to see how to find further support The following teams are not based within Student Services, but are all useful sources of support for research students to access. The Student Information Desk can offer advice and guidance and refer students to these specialist areas below: Health Centre Higher York Access Centre International Student Support Campus and Residential Services including Accommodation & Car Parking Chaplaincy & Spiritual Care University Finance Department Students’ Union

10.3 Support for pregnant students and those with very young children

The University is committed to ensuring that any student who becomes pregnant before or during a period of study at the University is accommodated as far as possible to allow her to complete her programme of study, providing academic standards are upheld. A student who becomes pregnant is strongly advised to discuss the implications of this for her programme of study at an early stage of her pregnancy, particularly where elements of her programme of study might present her, or her unborn child with a health and safety hazard. In the first instance, she may approach any member of staff with whom she feels comfortable. In addition, periods of maternity, paternity and adoption leave may at times be appropriate for research students and RDSC will consider favourably requests for suspensions or extensions relating to caring responsibilities for young or sick children (see also 11.4, below).

10.4 Support for research students who are parents or carers

YSJU believes that being or becoming responsible for a child or dependant adult should not, in itself, be a barrier to research students, starting, succeeding in, or completing a programme of study. The University is committed to being as flexible as possible, whilst, at the same time, making sure that any accommodations made for the research students do not compromise academic standards. For further information: https://www.yorksj.ac.uk/equality/ 10.5 Support for disabled research students

The York St John community is enriched by its diversity and we are proud to embrace difference and challenge prejudice in all aspects of university life. We therefore welcome applications for research degrees from disabled students. More than 10% of the University’s student population is disabled and this includes a wide range of conditions such as:  Specific learning difficulties such as dyslexia, dyspraxia, dyscalculia, attention deficit disorders;  Autistic spectrum disorder;  Mental health issues;  Sensory impairments;  Long term conditions such as epilepsy or diabetes;  Physical or mobility difficulties. The University has a dedicated team of staff who provide support across all Schools. A number of services work alongside each other to provide a comprehensive package of support for many students. Support is coordinated by Disability Advice Team in liaison with the Wellbeing Team as well as other services such as Accommodation and Facilities. Students who wish to speak to someone further regarding the support that is available should contact the team at: [email protected] or ring 01904 876540. 10.6 YSJ Student Union

York St John Students’ Union (SU) is here to enhance students’ experience at YSJU. Once enrolled, research students automatically become a member of the union and benefit from everything it offers. The union’s vision is to ‘enable students to have an exceptional experience’ and they want to make sure that students get everything they want out of their postgraduate experience – whether that means volunteering, being a research student representative, joining one of our sports and societies or just using use the student union facilities. The SU is located opposite the Holgate Dining Area. The Union is run by the students and for the students. They want to make sure all students at the University feel welcome so students should let them know if there is anything that they wish to see them doing to improve their time at the University. There are three Presidents (President of the SU, President of Education and President of Welfare and Diversity) who have been elected by students to represent the student body, so if there is anything students want to raise surrounding their experience or if advice is needed around procedures such as appeals, etc., students should go to the SU and speak to them. The President of Education also sits on the Research Degrees Sub Committee, so if there is

60 Research Degrees Handbook 2017 anything in particular that students want to raise specifically as a research student, do not hesitate to contact her. For more information on the students’ union please visit the website at www.ysjsu.com or contact one of the sabbatical officers: Role Contact name Email address President George Coombs [email protected] President of Steph Foxton [email protected] Education President of Welfare Annie Severn [email protected] and Diversity

10.7 Careers and employability

The Careers, Placements and Student Opportunities Team at YSJU offers a range of services to assist research students in all aspects of career management; decision making, planning, job applications and interviews. Services they provide include: • Information, advice and guidance on career planning, whether you are considering a career in academia or other options; • Support with applying for jobs, including compiling a CV (academic or ‘non- academic’), interview practice, and where to look for opportunities; • An online careers resource called ‘Manage Your Future’, and ‘Jobs and Opportunities’, a jobs portal which offers part-time and full-time jobs, volunteering opportunities, work placements and internships. Both of these can be accessed from the Careers, Placements and Student Opportunities website at www.york.ac.uk/careers/ Careers Advisers are available for one-to-one interviews. You can attend drop-in sessions with no appointment (drop-in times are available on our website), or, if you can’t make the drop-in times, you can make an appointment by visiting the Careers Centre in Holgate, or phoning on 01904 876124. We can also arrange Skype or telephone appointments if you cannot come to campus. Our term time opening hours are between 10.00-5.00pm Monday to Thursday, and 10-4.00pm Fridays. Please also follow our Twitter and Facebook accounts! @YSJJobsCareers Facebook.com/YSJJobsCareers

11. The final stages and submission PART 1: For students registered on YSJU research degrees Part 1 applies to research degree students studying for a YSJU award only – those on a UoL research degree should refer to Part 2 below. 11.1 Thesis submission and examination: overview of the process

It is important that students are aware of the steps and timescales for submission and examination of the thesis. Full details of the examination process and requirements for the format and presentation of the thesis for a YSJU research degree are contained within the Guide to the examination process for research degrees. This guidance provides detailed advice on layout, typefaces and format of the thesis and also provides a complete overview to the thesis examination process from examination entry through to award and graduation. Registry is responsible for organising the examination of the thesis and will be the key point of contact for students about the oral examination after their thesis has been submitted. Any questions regarding the examination process should be directed to Registry ([email protected]) in the first instance. During the final year of the standard period of study, students should attend any relevant workshops (see https://www.yorksj.ac.uk/add/research-/research-degree- training/). Well in advance of the date the student intends to submit the thesis (at least 4 months) students should begin thinking about the process for examination entry and liaising with their supervisory team about identifying appropriate examiners. It is the responsibility of the supervisors, not the student, to make informal contact with potential examiners. The main stages of the examination process are outlined below, but students and supervisors should ensure that they consult the Guide to the examination process for research degrees for more comprehensive information. Candidates registered for a practice-led research degree must also consult the University’s practice-led section of the Code of Practice for Research Degrees available on the website. This document sets out specific information relating to the submission and assessment of practice-led research degrees including the assessment of any live practice and the recording and format of the submission. Candidates registered for a Professional Doctorate must also consult Appendix B of the Code of Practice for Research Degrees available on the website. This document gives specific information about the word length of the research thesis. 11.2 Courses and information to support examination preparation

Details of training courses, for example ‘Preparing for your Viva’ relevant to students who are currently preparing their thesis or approaching the stages of submission or examination are available from the Academic Development Directorate. It may also be helpful to note the following:

 a ‘mock oral examination’ may be helpful for some students and students should consult with their supervisory team if they would like to have one arranged;  The University provides examiners with good practice advice on the conduct of the oral examination as part of the instruction to examiners and it may be helpful for students to consult this when preparing for examination;  It might also be helpful to look at the examiners’ report form templates which describe the criteria against which the examiners will be assessing the work. 11.3 Entering for examination

At least 3 months before the student wishes to submit they must fill out the Application for Assessment form and pass it to their supervisor for completion. The supervisor will then approach potential examiners, complete their section of the form and send it to the School Research Lead. The School Research Lead will review the form, nominate the independent chair, countersign the form and send it to Registry. Registry will check the eligibility of the proposed examiners and independent chair and arrange for consideration of the form by the Research Degrees Examination Panel (RDEP). Examiner and independent chair recommendations are not confirmed until approved by RDEP. 11.4 Submitting the thesis

The thesis should be submitted at the end of the standard period of study (unless a reduction has been approved) and within the maximum period of registration for the degree on which the student is registered. Students must submit the eThesis in the correct format along with a Thesis Submission Form through the Moodle Research Degree Submission site. Additional soft bound copies of the thesis should also be submitted if one or more of the appointed examiners have requested one. Registry will check the format of the thesis and dispatch the thesis to the examiners, normally within two working days. Arrangements for the oral examination will be co-ordinated by Registry. 11.5 Attending for oral examination

Students must attend for an oral examination. The examiners are asked to accept a timescale of 3 months in which to complete the oral examination. An Independent Chair will oversee the examination and the oral examination will be recorded as detailed in the Policy and Guidance on the Recording of Oral Examinations. 11.6 After the oral examination

The examiners will usually notify the student of their recommendation after the oral examination but must do so within 24 hours. The examiners will also prepare a Joint Examiners’ Report which will be considered by RDEP. In all cases the examiners’ recommendation is subject to final approval by the Board of Examiners for Progress and Award.

Students who have passed subject to amendments being made to the thesis will receive details of the changes required within one working day of the oral examination. The amendments should be carried out to the satisfaction of the Internal Examiner by the deadline date of six months after the examination. Students are advised to begin their amendments as soon as it is practicable. Students who have not been awarded the degree but who are permitted to re- submit their thesis will receive Recommendations for Re-submission to aid them in preparing for re-submission. These recommendations will require the approval of RDEP before they can be released to the student. The deadline for re- submission will be calculated from the date that the recommendations are released to the student. 11.7 Release of the joint examiners’ report

Once approved by Research Degrees Examinations Panel the final, joint report of the examiners will be released to the student and the supervisory team. 11.8 Deposit of the final eThesis

The final version of the eThesis must be deposited with Registry in PDF format for retention in the University’s Digital Repository (RaY) by no later than 3 months after the internal examiner has approved the amendments made to the thesis. 11.9 Award of the degree

Once the award has been approved by the Board of Examiners for Progress and Award, Registry will send an award letter to the student. 11.10 Graduation

Students are eligible to graduate in absentia or at a York St John degree ceremony and must inform Registry of their preference. International students studying in the UK on a Tier 4 General Student Visa may need to apply for an extension to their student visa as a result of the outcome of their examination and are advised to contact the Visa & Compliance Officer ([email protected]) in that instance. PART 2: For students registered on UoL research degrees Part 2 applies only to research degree students studying for a UoL award – those registered on a YSJU research degree should refer to Part 1, above. 11.11 Overview of the UoL submission and examination process

It is important that students and supervisors are fully aware of the steps and timescales for submission and examination of the thesis. Full details of the examination process and requirements for the format and presentation of the thesis for a UoL awarded research degree are contained in the Guide to the thesis examination process for research degree candidates. This guidance provides detailed advice on layout, typefaces and format of the thesis and also provides a complete overview to the thesis examination process from examination entry through to award and graduation. YSJU Registry is responsible for organising the examination of the thesis and will be the key point of contact for students about the oral examination after their

64 Research Degrees Handbook 2017 thesis has been submitted. Any questions regarding the examination process should be directed to Registry ([email protected]) in the first instance. During the final year of the standard period of study, students should attend any relevant workshops (see http://www.leeds.ac.uk/rtd/finalstages.html/). Well in advance of the date the student intends to submit the thesis (at least 4 months) students should begin thinking about the process for examination entry and liaising with their supervisory team about identifying appropriate examiners. It is the responsibility of the supervisors, not the student, to make informal contact with potential examiners. The main stages of the examination process are outlined below, but students and supervisors should ensure that they consult the Guide to the thesis examination process for research degree candidates for more comprehensive information. Candidates registered for a practice-led research degree must also consult the Protocol for Practice-led Research Degree Candidatures. This document sets out specific information relating to the submission and assessment of practice-led research degrees including the assessment of any live practice and the recording and format of the submission. 11.12 Courses and information to support examination preparation

Provided below are details of training courses and other support which may be relevant to students who are currently preparing their thesis or approaching the stages of submission or examination. The list is not exhaustive and is only intended as a guide. Because oral examinations are conducted under UoL procedures, UoL courses should be used rather than YSJU courses for oral examinations preparation. Further information about relevant training opportunities to support students in efficiently and effectively completing their degree programme is available on the Researcher Training and Development website: www.leeds.ac.uk/rtd. Bookings for the courses should be made via the Academic Development Directorate, [email protected], rather than through the online booking system. Courses include:  ‘The Final Stages of Your Research and Thesis Presentation’ which covers guidance on University regulations and Thesis presentation and ‘Preparing For Your Viva’, which covers preparation for the oral examination and the University’s expectations, both provided by SDDU: http://www.leeds.ac.uk/rtd/finalstages.html .

It may also be helpful to note the following:  a ‘mock oral examination’ may be helpful for some students and can be arranged through supervisors;  the UoL provides examiners with good practice advice on the conduct of the oral examination and students may find it helpful to consult this when preparing for examination (http://www.leeds.ac.uk/rsa/policies.html);  students and supervisors might also find it helpful to look at the examiners’ report form templates which describe the criteria against which the examiners will be assessing a student’s work

(http://www.leeds.ac.uk/rsa/thesissubmissionandexamination/staff/report_f orms/report_form.html). 11.13 Entering for examination

At least 3 months before the student wishes to submit they must fill out the Examination Entry Form and pass it to their supervisor for completion. The supervisor will then approach potential examiners, complete the form and send it via the School Research Lead and YSJU Academic Registrar to Leeds PGRO for checking the eligibility of the proposed examiners. The UoL Examinations Group will review and approve recommendations for the appointment of examiners. 11.14 The advice of the supervisor(s)

Students are solely responsible for the decision to submit their work for examination. However, students should always seek advice from their supervisor(s) before submission and are strongly recommended not to submit against the advice of the supervisor(s), although they may do so, provided that the standard period of study for the degree has been reached and the maximum period of study has not been exceeded. Students should make available to their supervisor(s), within an agreed timescale, the whole of the draft thesis for comment prior to submission. The UoL Graduate Board is clear that no research student should think that the award of a degree is guaranteed simply because the supervisor has indicated general approval for the thesis before it is submitted. 11.15 Content and style of thesis

Supervisors will read and comment on the whole of the draft thesis prior to submission, provided that it is submitted within a reasonable time. Students will receive advice from their supervisor on matters such as clarity and style, as well as academic content. However, students must realise that, at this stage, the relationship between supervisor and student is essentially one of academic equals in the particular research area concerned and the advice of the supervisor(s) must be seen as being offered in that context. Students must take responsibility for the work that they submit. 11.16 Submitting the thesis

The thesis must be submitted at the end of the standard period of study (unless a reduction has been approved) and within the maximum period of study for the degree on which you are registered. Students must submit the correct number of copies of thesis in the correct format and appropriate binding at the UoL Student Services Centre Counter at the UoL along with a Statement of Academic Integrity form. UoL PGRO will check the format of the thesis and dispatch the thesis to the examiners, normally within 2 working days. YSJU Registry will co-ordinate the arrangements for the oral examination. 11.17 Attending for oral examination

Students must attend for an oral examination. YSJU Registry will make the arrangements for the oral examination. 66 Research Degrees Handbook 2017

The examiners are asked to accept a timescale of 3 months in which to complete the oral examination. 11.18 After the oral examination

The examiners will usually notify the student of their recommendation after the oral examination but must do so within 24 hours. The examiners must also prepare an Examiners’ Report which will be considered at the next UoL Examinations Group meeting. In all cases the examiners’ recommendation is subject to final approval by the UoL Examinations Group. Students that have passed subject to editorial and presentational corrections or minor deficiencies should begin their corrections immediately after the oral examination and return them to the Internal Examiner by the 4 or 12 week deadline. Referred students will receive Notes for Guidance to aid them in preparing for resubmission. 11.19 Deposit of the final thesis

Two copies of the final hard bound version of the thesis (including any approved required corrections) should be deposited at the UoL Student Services Centre by no later than 3 months after the internal examiner has approved the corrections made to the thesis. Students may also be required to deposit a copy of their thesis in the White Rose Etheses Online (WREO) using the online deposit service. 11.20 Publication of pass list

A student’s name will be published on a UoL pass list after deposit of the final thesis (and any eThesis), confirmation from the internal examiner that they are satisfied with the corrections made, approval of the examiners’ report by the Examinations Group and payment of outstanding debts to the University. 11.21 Release of the joint examiners’ report

Once the student’s name has been published on a UoL pass list, the final, joint report of the examiners will be released to the student and the supervisor(s). 11.22 Graduation

Students are eligible to graduate in absentia or at a York St John degree ceremony. Students should inform YSJU Registry of their preference. International students studying in the UK on a Tier 4 General Student Visa may need to apply for an extension to their student visa as a result of the outcome of their oral examination and are advised to contact the Visa & Compliance Officer ([email protected]) in that instance.

12. Complaints and appeals

12.1 Complaints

The University prides itself on being a responsive and supportive organisation and in listening to its students, but recognises that they may sometimes encounter problems and may wish to submit a complaint in order to resolve the matter. The Complaints Procedure is available here: https://www.yorksj.ac.uk/ssr/policies- and-regulations-/appeals-and-complaints-/ It is recommended that a research student who is dissatisfied with an aspect of their research degree provision should first try to deal with the problem by discussing it with the member of staff most immediately concerned and as it may be possible to resolve the matter informally. However, if such an approach does not result in a satisfactory response, or a research student feels unable to raise the problem locally, details of further stages in the process are available in the above policy. The Student Casework Manager ([email protected]) is able to answer general questions about the complaints process. YSJ Students’ Union can provide independent advice and support in making a complaint. If a research student remains dissatisfied once the University’s procedures have been exhausted, a review of the University’s decision may be sought from the Office of the Independent Adjudicator for Higher Education (OIAHE). More information can be found on the OIA website: www.oiahe.org.uk. University of Leeds Any formal complaint by a research student at Stage 2 or beyond is also copied to Postgraduate Research & Operations at UoL for information (a copy of which will be forwarded to the UoL Complaints Officer). Should a research student remain dissatisfied by the response from YSJU to a complaint, they may ask the UoL Complaints Officer to consider any outstanding concerns. If the complaint cannot be resolved by UoL, and the research student remains dissatisfied with the outcome, they may seek a review of the decision by the Office of the Independent Adjudicator for Higher Education (OIA). More information can be found on the OIA website: www.oiahe.org.uk

12.2 Appeals

Research degree students may appeal against decisions relating to their registration status, progression or award. The final right of appeal at YSJU is to the Vice Chancellor before a ‘completion of procedures’ letter is issued, after which there is then a potential opportunity to seek a review by the national body, the Office of the Independent Adjudicator for Higher Education (OIAHE). Full details and the procedure to be followed are set out on the website at https://www.yorksj.ac.uk/ssr/policies-and-regulations-/appeals-and-complaints-/ University of Leeds For research students studying for a UoL award there is a final right of appeal to the UoL before a ‘completion of procedures’ letter is issued, after which there is then a potential opportunity to seek a review by the national body, the Office of the Independent Adjudicator (OIAHE). The initial case should be made in writing to the Student Casework Manager ([email protected]).

13. Regulations, Codes, Policies and Procedures for Research Degrees

This section draws together the key regulations, procedure and policy documents that apply to research students studying for a research degree at YSJU, whether for a YSJU award or a University of Leeds award. 13.1 Formal regulations and codes of practice

York St John University awarded University of Leeds awarded degree degree Research Degree Regulations UoL Ordinances and Regulations and Programmes of Study for Research Degrees Learning Outcomes Learning Outcomes Code of Practice for Research Postgraduate Research Student Degrees Protocol Supplementary protocol for practice- Protocol for Practice-led Research led research students – Code of Degrees Practice for Research Degrees (Appendix A) Supplementary protocol for professional doctorate students – Code of Practice for Research Degrees (Appendix B) Data Protection Policy Research Data Management Policy Research Student Charter

13.2 Admission and registration (see also sections 6 and 7)

York St John University awarded University of Leeds awarded degree degree Research Degree Student Admission Policy and Interview Guidance Notes Suspensions and Extensions – Suspensions and Extensions Policy Code of Practice for Research Degrees (Section 5) Suspensions and Extensions FAQs Suspensions and Extensions FAQs Guidelines for Monitoring the Attendance Monitoring – Policy and Attendance of Research Students Guidance Participation of research students in attendance of Taught Modules

13.3 Progress and monitoring (see also section 7)

York St John University awarded University of Leeds awarded degree degree Progression – Code of Practice for Guidelines for the transfer panel Research Degrees (Section 6) Unsatisfactory Academic Progress Policy

13.4 Thesis submission and examination (see also section 9)

York St John University awarded University of Leeds awarded degree degree Guide to the Examination Process for Guide to the Thesis Examination Research Degrees process for Students Guidance on Thesis Titles Thesis Titles Good practice guidelines for the Good practice guidelines for the conduct of the oral examination – conduct of oral examinations Instructions to Examiners (Section 2.8) Guidance on the use of solely or Guidelines on the use of solely or jointly-authored publications within a jointly-authored publications within a thesis submission thesis submission Inclusion of Supplementary Inclusion of a CD of supplementary Data/Information with the thesis – material within a thesis submission for Guide to the Examination Process for examination Research Degrees (Section 2.17) The use of Video Conferencing for an Policy for the use of video streaming oral examination – Guide to the for the oral examination Examination Process for Research Degrees (Section 4.7) Instructions to Examiners Instructions to Examiners External Examiners undertaking their Guide for External Examiner Briefings first UK research degree examination – Instructions to Examiners (Section 6.4) Process in the event of a Process in the event of a disagreement between the examiners disagreement between examiners – Instructions to Examiners (Section 4.2) Research Excellence Policy Research Excellence Policy Policy and Guidance on the Recording of Oral Examinations

13.5 Complaints, appeals and disciplinary matters

York St John University awarded University of Leeds awarded degree degree Code of Discipline for Students and Disciplinary Procedures Complaints Procedure Appeals Procedure Appeals against the results of University examinations and assessments: procedure for postgraduate research students (NB additional right of appeal for UoL only) Research Misconduct Policy and Procedures for investigating Procedures plagiarism in research degree work prior to and within the submission for a research degree Academic Misconduct Policy (in respect of taught elements of a research degree) ADD01 Code of Practice on Research Integrity

13.6 Development and training

York St John University awarded University of Leeds awarded degree degree Research Ethics Guidelines Research Data Management Policy ADD 06 Training & Development Needs Analysis and Training Plan Vitae National Researcher Development Framework ADD11 Protocol for Doctoral Research Students (not employed on substantial HEI teaching contracts) engaging in teaching at YSJU

13.7 Role of the supervisor, examiner and postgraduate research tutor

York St John University awarded University of Leeds awarded degree degree Eligibility Criteria for Research Degree Supervision and Supervisory Teams Criteria for the appointment of Eligibility to act as an Internal examiners and independent chairs Examiner for Research Degrees Eligibility to act as an external Examiner for Research Degrees Criteria for appointment of examiners for Research Degree Candidates registered at York St John University Role of a School Research Leader

Role of a School Postgraduate Research Tutor

13.8 Other relevant codes and policies

York St John University awarded University of Leeds awarded degree degree ADD09 Postgraduate Research Student Expense Accounts Policy ICT Acceptable Use Policy Disability Policy Equality, Diversity and Human Rights Policy

13.9 Useful information provided by external bodies

York St John University awarded University of Leeds awarded degree degree QAA/NUS The UK Doctorate: a guide for current and prospective doctoral students. This guide includes information on the regulations that provide the framework for doctoral degrees. The guidance is intended to be helpful for those students who are studying, or are thinking about commencing, a doctoral degree programme. See: http://www.qaa.ac.uk/Publications/InformationAndGuidance/Documents/Doctor ate_Guide.pdf