Graduate School - Research Degrees Code of Practice
Section 1 - Facilities and support
This section covers practical aspects of what will be provided for research students in terms of facilities and support services. It also covers various financial matters:
- School-based facilities
- Smartcards and staff/student status
- IT and Library services
- Matriculation
- Fees
- Complaints procedures
- Equal opportunities
- Students with disabilities
- International students
- Quality Assurance
- Bursary contract
- Employment and non-bursary students
- Other financial support
1 School-based Facilities
1.1 Every research student is a member of one of the University’s multi-disciplinary Schools (either Health Sciences or Arts, Social Sciences and Management). The School will provide the facilities listed below as the minimum standard arrangements for each research student:
- Desk
- Shelf space
- Lockable storage
- Access to computer network and essential software
- Electronic mail address
- Facilities for receiving paper mail
- Stationery supplies
- Access to photocopier / printer
- Access to telephone
1.2 Full-time students will normally have their own dedicated desk and computer terminal; part-time students may need to share.
2 Smartcards and staff/student status
2.1 Research students are regarded primarily as students but have most of the privileges of staff. Students on a bursary contract are required to teach, while many non-bursary students will become involved in teaching at a later stage. The University encourages research students to participate as fully as possible in the intellectual culture of the organisation and to interact with a range of staff.
2.2 Research students will receive both staff and student smartcards. They will be allowed full access to the staff office accommodation. As required, they will be allowed access to specialist laboratory or clinical areas.
2.3 In addition, the student card allows the student to demonstrate student status. Students are members of the Students’ Union and are welcome to join student societies. All students are automatically members of the PhD Students Association, which is run by research students for research students.
2.4 It is the responsibility of the Quality Enhancement Unit to forward details of new students to Student Records and Human Resources to allow cards to be prepared.
Smartcard FAQs on Intranet: http://intranet.qmu.ac.uk/sites/is2/smartcard/default.aspx
3 IT and Library services
3.1 Research students will have a staff account created for them which allows access to IT and library services on the same terms as staff. This includes library borrowing rights, Intranet access and the ability to print free of charge. This will also allow remote access to the staff desktop.
3.2 It is the responsibility of the Quality Enhancement Unit to forward details of new students to Information Services in order to start the process of creating the relevant accounts. New students should receive information on how to use the University’s electronic resources and be informed of their IT usernames and default passwords.
3.3 Common specialist software required for the research project will be made available as licence agreements permit. The full list of software supported by Information Services is reviewed regularly. Highly specialist software for which demand is limited may need to be sourced by the student. Students are advised to contact ISHelp@qmu.ac.uk for advice on software which can and cannot be supported in the Thin Client environment and alternative options that may be available to them.
3.4 The Research Support Librarian is available to research students for assistance and training in using library resources.
Thin Client Intranet site: http://intranet.qmu.ac.uk/sites/is2/ThiCli/default.aspx
4 Matriculation
4.1 Students must matriculate every September. This includes students who have been examined but are working on amendments. Matriculation is important to ensure students are still active and that their records are up to date. Because other University systems are linked to the student record system, failure to matriculate may lead to loss of access to services.
4.2 Students must be fully matriculated in order to graduate.
Online matriculation: http://www.qmu.ac.uk/portal/default.htm
5 Fees
5.1 Full details regarding the payment and amount of fees, applicable for a particular session, can be found in the “Fees and Charges” leaflet published annually by Registry. It should be noted that fee levels are reviewed on an annual basis, and may be subject to increase during the period of study. It is therefore possible that by the time a research student reaches the continuation or examination stage, the continuation or examination fee will have increased since initial matriculation.
5.2 There are four categories of research student in relation to fees: Fee-paying, Fee-paying with support from an independent sponsor, Studentship and Staff.
Fee-paying and Fee-paying with support
Fee-paying research students (both categories) pay tuition fees annually for the prescribed period of study, plus any continuation fee, and the examination fee. If an independent sponsor has agreed to support your study (eg an employer, a government or other funding body) arrangements can be made to invoice the sponsor directly.
It is a condition of registration that students accept liability for their fees. Even if the fees are to be paid by a sponsor such as an embassy or employer, it is the student’s personal responsibility to ensure that they are paid and to provide evidence of funding at matriculation. Where any student has failed to provide written confirmation of funding within 28 days of the start of their programme of study, he or she will be deemed to be personally liable for the payment of the fees, and an invoice will be issued to the student accordingly.
Research which requires the use of laboratory facilities or significant resources may be subject to a ‘bench fee’. This must be agreed in consultation with the Dean of School prior to a formal offer being made.
Studentship
Research students on a Studentship have their tuition and bench fees waived, but are liable for any continuation fee and for the examination fee.
Staff
Fees may be waived for current members of academic staff registered for a part-time research degree. This requires to be discussed and agreed by the Dean of School.
Fees and charges http://www.qmu.ac.uk/registry/fees_charges.htm
6 Complaints Procedures
6.1 The University has established procedures, outlined on the Quality website , for the making and hearing of complaints and grievances. Students are encouraged to seek resolution of such matters informally first, if at all possible, with their Dean of School. Staff in the Quality Enhancement Unit can also offer advice.
QMU Complaints Procedure: http://www.qmu.ac.uk/quality/gr/default.htm
7 Equal Opportunities
7.1 Queen Margaret University is committed to equality of opportunity and believes in a culture of diversity and inclusion. Each application received by the University is considered carefully on its own merits. The University seeks to open access to a wide range of students, subject to the essential principle that there is a reasonable expectation of completion within the normal duration of registration.
QMU Equal Opportunities Policy: http://www.qmu.ac.uk/equal/policy.htm
8 Students with Disabilities
8.1 Information for students with disabilities, including contact details for the Student Disability Advisor, is available on the Student Services website: http://www.qmu.ac.uk/prospective_students/student_services/disability
It is recommended that a student makes contact with the Academic Disabled Students Co-ordinator for their area as early in their programme of study as possible.
9 International Students
9.1 Support for international students is supplied by the Recruitment and International Liaison Office: http://www.qmu.ac.uk/services/recruitment.htm
9.2 Overseas students will not normally be eligible for a student visa unless they are registered full-time. The University has certain responsibilities under law as a sponsor of visa applications. This may require us to pass on information to the UK Border Agency should a student drop out of contact with his or her supervisors.
UK Border Agency: http://www.bia.homeoffice.gov.uk/
10 Quality Assurance
10.1 The University monitors the operation of research degrees through:
- an annual report to the Research Strategy Committee
- student surveys
- regular meetings of a Research Student Forum, to which all students are invited
- student representation on the Research Strategy Committee.
11 Bursary contract
11.1 The amount of the bursary per annum is as stated at the time of award. It is paid through Finance directly to the student in monthly instalments, throughout the prescribed period. The bursary is not regarded as income for tax purposes. Similarly, the University will not make any National Insurance contributions.
11.2 The University will waive tuition and bench fees for bursary holders. However, bursary holders will be liable for any continuation fee and for the examination fee in common with all other research students. The rate of the continuation or examination fee due is the fee set for the session in which it is due.
11.3 A research budget will also be set up for each bursary holder. A student should not expect any further financial assistance from QMU in support of their period of study.
11.4 All research students will also be responsible for the costs of production of all copies of the thesis, including the costs of binding.
11.5 Bursary students will be asked to undertake School duties as follows:
First year 90 hours in total (45 if part-time)
Normally first year students will not be asked to work in the first semester
Second year 180 hours in total (90 if part-time)
Third year 90 hours in total (45 if part-time)
Normally third year students will not be asked to work in the second semester
11.6 The exact nature of the duties should be decided by the Head of Division / Dean of School in consultation with the student and the Director of Studies. Duties will normally reflect the student’s expertise and will be academic in nature. Wherever possible, duties should be linked to the student’s career development. The Dean of School or nominee (for example Head of Division) will be responsible for monitoring the quality of the student's work and providing feedback on performance.
11.7 Where teaching is undertaken, an allowance should be made for preparation time where relevant. The amount of preparation time will vary depending on the nature of the teaching and should be agreed between the Head of Division, the Director of Studies and the student. It is suggested that approximately half an hour of preparation time should be included for every hour of contact time, unless the student is following a pre-set lesson plan.
11.8 Any students undertaking teaching must attend the short course in learning, teaching and assessment organised by the Centre for Academic Practice. This will be regarded as skills development and will not count as part of the School duties.
11.9 Schools may ask students to undertake duties in addition to these hours. Any additional work should be paid at the normal rate. Any additional work not covered by the bursary will be subject to tax and national insurance contributions.
11.10 Schools should not encourage students to work more hours than is compatible with their PhD research. Full-time students are expected to set aside the equivalent of 35 hours a week for their project. It is suggested that full-time students should undertake no more than 12 hours a week of School duties and paid work on top of their PhD.
11.11 A record of hours worked must be kept in the School Office.
11.12 Full details of the bursary contract will be sent to students along with the formal offer letter.
12 Employment and non-bursary students
12.1 Other full-time research students may be offered paid work by the University from time to time, if available. The University recognises that students may need to enter employment for a number of reasons. It is QMU policy not to offer a research student more than 90 hours of paid work for the University in year 1, 180 hours in year 2 and 90 hours in year 3: normally, no more than 6 hours of such work should be undertaken in any one week.
12.2 The hours described in the previous paragraph are an indication of what is likely to be manageable by a student registered for a full-time research degree.
12.3 It is good practice for all students, including those registered on a part-time basis, to discuss their level of commitment to paid employment with the supervisory team.
13 Other financial support
13.1 The University has no obligation to support students with other expenses, such as travel expenses or the costs of conference attendance. Students may apply to the Dean of School for support or may apply to such funds and awards as are advertised from time to time. However, students are encouraged to seek external means of funding where appropriate. Directors of Studies should write letters of support as required.
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