QMU PhD Regulations
These regulations apply in their entirety for the majority of QMU PhD candidates
A very small number of candidates continue to follow the pre-2015 Regulations and have been notified separately of this.
INTRODUCTION
These regulations govern all PhDs undertaken at Queen Margaret University. Professional Doctorate regulations are published separately
PhD candidates and their supervisors are required to read these regulations, and also the PhD Candidate Handbook and Code of Practice3, the most recent versions of which are available on the QMU Graduate School website.
Where questions of procedure arise, and especially in the case of any appeal, candidates and supervisors will be deemed to have read the regulations and all relevant institutional Codes of Practice and Handbooks. All candidates and supervisors are also expected to be aware of the Essential Information for Students publication. This is available on the current student A-Z (under the letter E).
GENERAL REGULATIONS AND POLICIES
Under these regulations, where a University officer is named by their title, they may act through their properly appointed nominee.
Committee structure and remits
The Research Strategy Committee is the standing committee of Senate with overall responsibility for the academic quality of research degrees at Queen Margaret University. The Research Strategy Committee makes recommendations to Senate on the regulatory framework for doctoral programmes and related matters. It also promotes best practice in admission, supervision and examination of doctoral candidates.
The Research Strategy Committee delegates some matters concerning individual candidates to the Graduate School Academic Board. The remit of the Graduate School Academic Board is attached as Appendix one.
Equal opportunities
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 candidates, subject to the essential principle that there is a reasonable expectation of completion within the normal duration of registration.
Candidates who wish to offer feedback or report a concern or issue can do this by contacting a member of their Supervisory Team, the Head of the Gaduate School, their Doctoral Research Co- ordinator or the Graduate School Officer.
Candidates with disabilities
Information for candidates with disabilities, including contact details for the Student Disability Advisors, is available from the Student Services website. It is recommended to make contact with the Academic Disabled Student Coordinator for the relevant area at the earliest opportunity.
School-based facilities
Every doctoral candidate is a member of the Queen Margaret University Graduate School, and is also affiliated to one of the University’s two multi-disciplinary Schools and through this to a Research Centre or Institute, which hosts the candidate during their programme of studies. The University will provide the facilities listed below as the minimum standard arrangements for each doctoral candidate:
- dedicated study-space (where possible situated in the affiltiated Divison or equivalent)
- desk
- shelf space
- lockable storage (one lockable cupboard per student)
- access to computer network
- electronic mail address
- facilities for receiving paper mail
- stationery supplies
- access to printer/photocopier
- access to telephone
Full-time candidates will normally have their own dedicated desk; part-time candidates may need to ‘hot desk’.
Fees
Full details regarding the payment and amount of fees applicable for a particular session can be found on the QMU fees website.
The following fees apply depending on fee status: tuition fees; bench fees; continuation fee; examination fee. Candidates, or their sponsors, are also required to cover the cost of printing theses and the graduation fee.
- Bench fees pay for the cost of consumable materials and other expenses associated with thecandidate’s research. Divisons or Research Centres may charge bench fees – please contact the relevant supervisor who can liaise with the Graduate School to set this up for you.
- All PhD candidates exceeding their normal prescribed period of study, without submitting their thesis, are registered as continuing candidates, and pay the appropriate continuation fee.
- All PhD candidates must pay the examination fee, which is charged following submission of the thesis for examination. A second fee is charged for any re-examination.
It should be noted that QMU 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 PhD candidate reaches the continuation or examination stage, the continuation or examination fee will have increased from the fee in place on initial matriculation.
Fees will be adjusted in accordance with any change to a candidate’s registration status, e.g. suspension of studies or change in mode of study from full-time to part-time.Changes which affect fees will be notified to the relevant department only once approved by the Graduate School Academic Board.
There are four categories of PhD candidate in relation to fees: fee-paying; fee-paying with support from an independent sponsor; QMU bursary; and staff.
Fee-paying and fee-paying with support
Fee-paying PhD candidates pay tuition fees and bench fees, where applicable, annually for the prescribed period of study, plus any continuation fee, and the examination fee. If an independent sponsor has agreed to support study (e.g. an employer, embassy, or other funding body), arrangements can be made to invoice the sponsor directly. It is a condition of registration that candidates accept liability for their fees. Even if the fees are to be paid by a sponsor, such as an employer or embassy, it is the candidate’s personal responsibility to ensure that they are paid and to provide evidence of funding at matriculation.
Where a candidate has failed to provide written confirmation of funding within 28 days of the start of their programme of study, they will be deemed to be personally liable for the payment of the fees, and an invoice will be issued to the candidate accordingly.
QMU bursary
PhD candidates on a Queen Margaret University bursary 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 staff registered for a part-time PhD. This requires to be agreed by the Dean of School. Members of staff are required to cover the costs of examination, printing theses and graduation themselves.
Collaborating Establishments
The University encourages co-operation with relevant establishments and organisations (Collaborating Establishments) for the purposes of research.
Less formal collaboration normally involves access by the candidate to the facilities and other resources of the Collaborating Establishment. Supervision and other facilities will be provided by Queen Margaret University, but the Collaborating Establishment may provide a nominated Advisor, or even a second supervisor, as part of the Supervisory Team. Examples would be where a candidate was conducting fieldwork outside the UK, or was registered on a non-resident basis. In such cases, a letter from the Collaborating Establishment should be provided, outlining the facilities that will be made available to the candidate.
More formal collaborations may involve joint supervision, intellectual property considerations or joint funding. Examples might include situations where a studentship is attached to a joint funding application, or collaboration with an NHS or European research programme. In such cases, a Collaborative Agreement must be drawn up in which the performance obligations and responsibilities of each party are explicitly stated. The Agreement shall set out the terms and conditions of collaboration, covering areas such as financial provisions, reporting, intellectual property, publication of results, and liability/indemnity. Guidance regarding agreements of this kind is available from the Research Grants and Contracts Unit.
The contribution of the Collaborating Establishment must be duly acknowledged in the candidate’s thesis.
Academic staff considering setting up a joint or shared collaboration are advised to contact the Graduate School in advance, as part of the discussion, application or tendering process.
Ethics
The University’s regulations include a section on ethics relating to research. For the most recent version of the regulations, procedures, guidelines and the forms required for an ethics submission, please see the QMU Ethics website. Advice and guidance is also available from the Secretary to the Research Ethics Panel Email Address
No research may proceed without formal ethical approval. Applications for ethical approval are reviewed initially by the Head of Division or nominee with four possible outcomes: (a) referral back to applicant for amendments b) approval by the Head of Division or nominee (in some cases Director of a Research Centre or Institute); c) referral to the QMU Research Ethics Panel; d) referral to an external ethics committee. All NHS research must go straight to the relevant NHS research ethics panel.
Data Protection and Research Data Management
QMU is committed to protecting the rights and freedoms of individuals with respect to the processing of their personal data. Such processing is undertaken in compliance with:
- The EU-General Data Protection Regulation (GDPR) and Data Protection Act 2018 (the Act), which together are referred to as the "Data Protection Legislation" within this section
- associated legislation
- the University's notification with the UK Information Commissioner, which sets out the purposes for which the University holds and processes personal data about employees, students, graduates and others.
It is essential that all candidates are familiar with the University’s Data Protection Policy and Guidelines. These are to be read and followed by all candidates and are available on the QMU website.
In addition, the University’s Research Data Management Policy requires that researchers take steps to ensure strict confidentiality of data relating to study participants and that research data is managed to the highest standards as part of the University’s commitment to research excellence. Further information is available on QMU’s Research Data Management intranet site.
Intellectual Property Rights
All Candidate IP generated during the course of doctoral studies at the University and/or using University resources (“Student IP”) will be owned by the inventor (the candidate who created the IP), except:
- Where as a condition of support an external funder providing funding or other support requires that Student IP is assigned to them (for example projects involving 3rd parties and work requiring use of pre-existing University-owned IP); or
- Where the Student IP has been developed in the production of an MSc or PhD thesis or in the production of course or teaching materials, in which cases the Student IP will be owned by the University.
In the event where any of the exceptions above are considered by the University to apply, the student shall execute and deliver such documents and perform such acts as may reasonably be required in order to ensure that ownership of Student IP is vested in the correct party, as set out above, and the University may require the student to do so at any time.
Candidates may wish to publish the results of their research during or after their PhD. There is no restriction on publication, unless commercial interests are involved. Candidates should always consult their Supervisory Team first, to agree attribution of authorship.
Further details are available in the University’s Intellectual Property Policy and Regulations.
Academic dishonesty, plagiarism and fraud
The University’s regulations on Academic Dishonesty and Plagiarism are available in full from the Assessment Regulations for taught programmes.
Plagiarism, collusion, falsification of data and other forms of academic dishonesty are considered fraudulent and an offence against University discipline. Whilst the principles described in the general Assessment Regulations apply to all students, the procedures for reporting and evaluation for a suspected offence differ slightly in the case of PhD candidates.
A consistently high standard of referencing is expected from all PhD candidates, and Supervisory Teams should seek to offer feedback and feedforward from a very early stage to correct any examples of poor academic practice found in candidates’ written work.
PhD degrees differ from taught degrees in that much of the candidate’s work is not assessed formally. It is possible that where a member of the Supervisory Team may have concerns about possible plagiarism in early versions or drafts of written work; they will need to respond to this in a constructive way to enable the candidate to eliminate potential or actual plagiarism. Once work is submitted for any form of assessment and plagiarism is a concern, formal processes will be used to respond to the concern.
Where academic misconduct is suspected in formal assessed work, the assessors should first discuss the concerns with the Supervisory Team. Staff in the Graduate School should be contacted for advice. All cases will be referred to the Dean of School, in accordance with the QMU Code of Discipline.
The Supervisory Team shall decide whether there is a prima facie case established for plagiarism or research malpractice and, on that basis, the appropriate route for handling the case. If it is judged that there is academic misbehaviour or academic misconduct, then the case will be referred to the Dean of School under the QMU Disciplinary Regulations. The Supervisory Team will be responsible for the submission of evidential material to the Dean of School and for informing the candidate(s) involved and any referring staff member of the decision to move to the Disciplinary process. Please refer to The Regulations on Student Discipline.
Such offences on the part of academic staff would be dealt with by disciplinary procedures described in staff guidance available from Human Resources.
Complaints
The University has established procedures for the making and hearing of complaints and grievances. Candidates are encouraged to seek resolution of such matters informally first, if at all possible. Staff in the Division of Governance and Quality Enhancement can offer advice.
UK Visas and Immigration (UKVI) Regulations
The University is bound by the regulations of UKVI, including visa requirements for international candidates. The University will comply in all cases with UKVI requirements, such as may be amended from time to time.
Relevant advice will be provided to international applicants and candidates as appropriate and within the remit of University officers. Advice on visas and immigration should be sought from the University’s International Office.
Candidates studying on a Tier 4 Visa may only study on a full-time basis, and must be resident within reasonable commuting distance of the University. Please refer to the information on the responsibilities of candidates studying on a Tier 4 Visa.
Health and safety
Health and Safety information, including fire regulations, is available from the QMU website. It is extremely important that candidates observe the University’s Health and Safety Policy and any health and safety precautions which may be prescribed. This includes the University Smoking Policy. It is also important that candidates are sensitive to issues of risk in the Health and Safety context.
DCA (Doctoral Candidates’ Association) and Students’ Union
All PhD candidates are members of the Doctoral Candidates’ Association and Students’ Union. For further information, refer to the PhD Candidate Handbook.
Academic Regulations
1. PhD criteria
1.1 To be eligible for a PhD, a candidate must undertake a research programme leading to the submission and successful defence of a significant piece of work that embodies the results of their research and shows evidence that the candidate has met the criteria below. Either of two possible forms of submission is acceptable. The form of submission is decided at application stage by the candidate and their supervisors and approved as part of the probationary assessment. Exceptionally, any subsequent proposed changes to that agreed form of submission must be submitted to the Graduate School Academic Board for approval. The two acceptable forms of submission are:
Thesis
This form of submission will consist of a substantial written thesis (of between 70,000 and 100,000 words) representing or embodying within the text new knowledge deriving from original research. The thesis must be presented in accordance with the University’s requirements.
(PhD by Creative Practice): Creative Work and accompanying Thesis
This form of submission will consist of a combination of original creative work and an associated written thesis (of between 30,000 and 40,000 words), which taken together form a coherent whole and represent or embody new knowledge and derive from original research. The original creative work may take a form appropriate to the field of study (for example, artefacts, film, performance, or photography) and must be documented fully in a form suitable for public dissemination (for example, photographs, DVD, or other audio visual material). In all cases, the creative practice must have been undertaken as part of the registered research programme.
1.2 The respective criteria for the awards of Master of Philosophy (MPhil) and Doctor of Philosophy (PhD) are set out below. The MPhil is offered as an exit award in lieu of PhD only, as set out further under paragraph 9.7.9, and applications to undertake an MPhil only will not be accepted. While it is recognised that candidates will require guidance and supervision during the course of their studies, by the end of the degree candidates must demonstrate:
MPhil |
PhD |
---|---|
|
|
|
The ability to develop creative and original responses to theoretical or practice-based problems and issues. |
The ability to operate as an independent researcher (under guidance) and to:
|
The ability to operate as a fully independent researcher and to:
|
In all cases, the submission must have a coherent structure understandable by a scholar in the same general field with regard to aims, background, methodology, methods and conclusions; must be satisfactory in its literary presentation and must conform to the regulations in respect of format (see Section 10 of these regulations). In the case of a PhD by Creative Practice, the written and practical elements together should address the research question, the cocnpetual/theoretical framework and methodology adopted, the critical and theoretical framework for the research, and demonstrate original research analytical skill and rigour.
2.0 Application and Acceptance
2.1 Topics of research
Programmes of research may be proposed in fields of study which are within the strategic areas of research specified by the University via The Research Centres and Institutes. Acceptance of any proposed programme is subject to the requirement that it is capable of leading to scholarly research impact and to its presentation for assessment by appropriate Examiners. All proposed research programmes shall be considered for PhD registration on their academic merits. The concerns and interests of any associated funding body may be taken into account as secondary factors.
2.2 Entry requirements
All applications will be considered by The Gradaute School on an individual basis and in collaboration with supervisors and Research Centre Dirctors as required. No offer will be issued to an applicant who fails to meet the minimum QMU entrance requirements.
An applicant for registration for a PhD shall usually hold, or anticipate gaining, a good Honours degree (2:1 or better) from a United Kingdom Higher Education Institution, or a degree from an overseas institution accepted as equivalent by Head of the Graduate School, taking advice from the School Doctoral Research Coordinator and Head of Recruitment and Admissions.
Applicants without an Honours degree may be considered if they can demonstrate equivalent professional experience in a relevant field to their proposed research topic. In considering such applications, additional evidence may be requested, (such as a portfolio or essay) demonstrating that the professional experience is at the requisite level.
See also the general University regulations on Recognition of Prior Learning.
2.3 English language requirements
All overseas applicants must provide evidence of their English language ability. A minimum score of IELTS 6.5 or equivalent, with no element of performance lower than IELTS 6.0, is the current QMU entrance requirement4. Completion of a previous degree delivered in English may count as evidence of English language ability.
2.4 Making an application
Applications are processed through the University’s online application form. A short overview of the proposed research idea justifying why the research is needed is required as part of the application. Two academic references are also required. Applicants are encouraged to have made contact with potential supervisors in advance of submiitng their application. Poential supervisors may work with the applicant to develop the proposal overview for application.
2.5 Decision making on applications
2.5.1 The Admissions Team forwards applications and supporting documents to the relevant School Doctoral Research Coordinator. The Doctoral Research Coordinator considers applications and liaises directly with supevisors where they are named or where no supervisors are named, with Research Centre/Institute Directors and potential supervisors. Occasionally, it may be necessary to involve Heads of Divsion or Deans.
2.5.2 Wherever possible, each suitable applicant is invited for interview as determined by the Doctoral Research Coordinator, including at least one member with relevant subject expertise and one Research Centre/Institute representative. In some situations,a potential supervisor may know the applicant through related research or other QMU activity and an interview may not be necessary. Where it is not possible to interview the applicant in person, an alternative interview format (e.g. telephone or video link) should be arranged. It is the responsibility of the Doctoral Research Coordinator to ensure that the applicant has appropriate entry requirements and is suited to pursuing a research degree, and that an appropriate Supervisory Team is available.
2.5.3 A recommendation by the Doctoral Research Coordinator for acceptance of the applicant and for appointment of the Supervisory Team is then submitted to the Admissions Team, and a letter offering a place is sent to the applicant.
2.5.4 No applicant may be accepted without confirmation that a suitably qualified Supervisory Team can be put in place (see Section 7). Equally, the Dean of School must confirm to the Doctoral Research Coordinator that appropriate facilities and resources are available to support the proposed research.
2.5.5 No applicant may be accepted on a non-resident basis without confirmation from the Head of the Graduate School, acting on advice from the Doctoral Research Coordinator (see Section 3).
2.5.6 Within the offer letter, applicants will be informed of all relevant information, including fees for which they may be liable the expected time commitment involved in the degree programme. Part-time candidates should plan to devote half the amount of time a full-time candidate would need to complete their studies. Prior to starting the programme, information on joining the University will be e-mailed to successful applicants, including notification of the date on which they will report to the University to begin their programme of study.
It is the responsibility of the Admissions Team to ensure that all references have been supplied, to obtain copies of degree certificates and evidence of English language scores, and to notify applicants of any requirement for criminal record checks.
2.5.7 The Admissions Team is also responsible for advice to international candidates on visa requirements and for checking that candidates are in possession of an appropriate visa at the point of admission.
2.6 Start dates
New PhD candidates normally begin their programme of study at the beginning of the academic year in September, when Doctoral Candidate Induction week takes place. An alternative start date is the second week of semester two in January, but PhD candidates wishing to begin their programme of study at that time of the year must secure the permission of the Head of the Graduate School. Candidates may start at a time other than the beginning of the academic year, in exceptional circumstances only, if suitable arrangements for induction can be put in place.
2.7 Staff
Members of staff of the University wishing to register for a part-time PhD must first discuss this with their line manager through Performance Enhancement Review. If it is agreed that appropriate study time can be set aside within the staff member’s workload, they may submit a formal application through the usual channels. It is expected that members of staff who are accepted for a part-time PhD will have some study time protected, although much of the study will need to be done outwith normal working hours.
All applicants must be interviewed in line with the usual admissions process. The decision- making process above must also be followed. Members of staff are encouraged to begin their studies as set out above in 2.6. and must complete induction.
2.8 Bursaries
Applications for QMU bursaries will be managed by the Admissions Team and the Graduate School and approved by The Research Strategy Committee.
2.9 General precepts
Where not otherwise stated, the general precepts of the QMU Admission Regulations apply.
2.10 Disability
All applications will be assessed on the basis of academic suitability. Discussions about the support requirements of applicants will be separate from that consideration. Applicants are encouraged to indicate any disabilities on the application form. Where an applicant with a disability meets the academic entry requirements, the relevant Academic Disabled Student Coordinator must be consulted. The standard process for determining special support needs must be followed before making an offer.
3. Residence, leave of absence and holidays
3.1 Residence
3.1.1 Full-time candidates should normally be resident within reach of Edinburgh, except during holiday time. This is to allow adequate contact with the Supervisory Team and participation in the wider research environment of the School and Research Centres/Institute.
3.1.2 Where part-time candidates are not resident within reach of Edinburgh, and do not intend to re-locate, the Head of the Graduate School, taking advice from the School Doctoral Research Coordinator, must consider the following factors before making an offer:
a) Whether suitable arrangements can be made for frequent supervisory contact by email, video conferencing, telephone or a combination of these
b) The ability to participate in Doctoral Study Weeeks and ideally the Annual DCA Conference
c) The availability of any necessary facilities for the support of research locally
d) The availability of appropriate academic support locally
e) The availability of distance learning support from QMU
Part-time non-resident applications must be considered on a case-by-case basis. All applications for admission as a non-resident candidate must be approved by the Head of the Graduate School, on taking advice from the School Doctoral Research Coordinator. Changes from campus based to non-resident status that arise once a candidate has been admitted will be referred to the Graduate School Academic Board for decision. As far as possible, non-resident candidates should visit QMU for three weeks each year to allow face-to-face supervisory meetings and participation in various research study and delveopment opportunities and to be part of the wider culture of the School and the University. They must also be available to participate in the Doctoral Study Weeks, unless an exemption has been agreed (see Section 8).
3.2 Leave of absence
3.2.1 In the case of members of staff registered for a PhD who are planning to be absent for a sabbatical period, research supervision will be reviewed. If the sabbatical is for the research then supervision will continue, if it is for another reason then research supervision will be paused until the staff member returns.
3.2.2 Applications for leave of absence for purposes such as fieldwork and extended visits to archives must be approved by a PhD candidate’s Supervisory Team.
3.2.1 Candidates and their Supervisory Team are required to notify the Graduate School of any such absence in advance of the absence occurring. International candidates on Tier 4 visas are additionally bound by the University’s regulations for sponsorship, which are communicated separately.
3.3 Candidate holidays
Bursary candidates are entitled to a maximum of six weeks’ holiday per year, in addition to the public holidays. Dates for holidays should be agreed with the Supervisory Team. Other candidates may take holidays at their own discretion, subject to meeting the usual requirements of study and any visa restrictions.
4. Admission, matriculation and payment of fees
4.1 All PhD candidates, whether full-time or part-time, must be matriculated students of the University. It is the candidate’s responsibility to matriculate each year, usually in September, following the University’s standard matriculation procedures.
4.2 At initial matriculation a candidate will register on the PhD Programme. Continued registration is conditional on the candidate meeting the progression requirements outlined in Section 6.
PhD candidates may not be concurrently registered for any other research degree at QMU or at another Higher Education Institution.
PhD candidates who have previously been registered on a postgraduate or undergraduate programme at QMU, must exit that programme before registering on a PhD at QMU.
4.3 Following matriculation, PhD candidates will be invoiced for fees due, where applicable. Fee liability is determined by the Student Records Office, and invoices will be raised and sent by the Finance Office.
4.4 PhD candidates must pay tuition fees and other charges as required in order to continue study. Full details can be found on our fees and funding website. Candidates will be liable for tuition fees for each year of study within the prescribed period (see Section 5). If a candidate does not submit by the end of the prescribed period, they will be classed as a continuing candidate. Continuing candidates are liable only for the continuation fee: Usual tuition fees do not apply during this period. The University reserves the right to review fees on an annual basis. Continuing candidates in certain subject areas may be liable for bench fees.
4.5 Candidates will be charged the examination fee following receipt of their thesis submission for examination. A second examination fee will be charged should the candidate require a second oral examination.
4.6 PhD candidates must be matriculated and must not be in debt to the University in order to be eligible to graduate.
5. Registration
5.1 A PhD candidate may register on a full-time or a part-time basis. Full-time status reflects a commitment to study for approximately 35 hours per week. Part-time status is considered to be the equivalent of half full-time and therefore reflects a commitment to study for approximately 18 hours per week. Such an amount of work is considered to be a pre-requisite for reaching the standard of the degree. Candidates who devote less time to their study may find that progress is inadequate, which can lead to de-registration.
A full-time candidate should normally reach the standard for PhD within a prescribed period of study of three years and a part-time candidate within a prescribed period of six years. Full-time candidates should normally make their final submission at the end of the third year for examination, or at the latest after one continuation year. A continuation fee must be paid for this fourth year of study. Part-time candidates will normally make their final submission at the end of the sixth year for examination, or at the latest after two continuation years. Part-time candidates pay a single continuation fee, irrespective of duration of the continuation period.
5.2 Candidates are usually expected to complete within the prescribed period. Progress will be subject to regular review at supervisory meetings and through annual reports and periodic assessments, allowing candidates to identify barriers to completion and Supervisory Teams to put in place appropriate support mechanisms.
5.3 Credit for study at other institutions or relevant research experience
5.3.1 Credit for previous study may be given by the Graduate School Academic Board for candidates wishing to transfer their PhD registration from another Higher Education Institution. Similar credit may also be given to prospective candidates with relevant research experience in industrial laboratories or other organisations, including those supporting creative practice. Maximum credit in both cases will normally be as follows: full-time PhD 12 months; part-time PhD 24 months (see regulations 5.4 and 5.5 below). However, the Graduate School Academic Board will consider each case on its own merits.
5.3.2 The Graduate School Academic Board may give extended credit for previous research to applicants who wish to transfer their PhD registration to Queen Margaret University in cases where a member of their Supervisory Team is joining the University as a member of academic staff.
5.3.3 To apply for credit, candidates must submit an outline PhD proposal, indicating the full plan of work and how much has been achieved already. Where the previous research was undertaken in collaboration with others, candidates must demonstrate that there are no objections or concerns in relation to ownership of intellectual property.
5.3.4 At the point of submitting the proposal, the candidate must clearly indicate the amount of credit that is sought (length in months) and this must be supported with a statement from the prospective QMU Supervisory Team prior to consideration by the Graduate School Academic Board.
5.3.5 Credit will not be given for research for which the candidate has already been granted an award (e.g. research undertaken as part of a Master of Philosophy or Master of Research).
5.4 Abbreviation of the prescribed period of study
Where there is evidence that the research is proceeding exceptionally well, the Graduate School Academic Board may approve an abbreviation of the prescribed period of study. Early submission of the PhD thesis may be permitted up to the following maxima: full-time 6 months; part-time 12 months.
5.5 Periods of study
The table below summarises the standard periods of study for the PhD degree. The length of time an individual candidate is registered for may be amended following applications for suspension or extension (see Section 6).
Minimum if awarded credit for previous study |
Minimum if abbreviated on grounds of good progress |
Prescribed (usual) period |
Maximum |
|
---|---|---|---|---|
(reg 5.4) |
(reg 5.5) |
(reg 5.2) |
(reg 5.2) |
|
PHD | ||||
FT |
24 months |
30 months |
36 months |
48 months |
PT |
48 months |
60 months |
72 months |
96 months |
6. Progression
6.1 Candidates register initially for a PhD. Continued registration is conditional upon satisfactory completion of the progress requirements below. A candidate whose progress is unsatisfactory may be de-registered.
6.2 When a candidate commences study, an Assessment Panel will be established through the collaboration of the Supervisory Team and the Graduate School. The Panel will be responsible for assessing the probationary assessment and subsequent assessed seminars. The Panel will normally be composed of two members of QMU academic staff (not members of the Supervisory Team). Where appropriate, (such as with a joint or shared PhD programme or where there is a lack of subject or methdological expertise) one external academic, professional or creative practitioner with expertise in the field may also be on the panel. Where the candidate is proposing to pursue a PhD by Creative Practice, an appropriate staff member who can comment on such practice should normally be part of this Assessment Panel.
6.3 Outline Proposal
6.3.1 Approximately one month after matriculation and no later than two months after matriculation (for full-time candidates), an outline proposal and learning contract must be submitted to the Graduate School Academic Board for approval. Part-time candidates must submit the outline proposal and learning contract within approximately two months after matriculation and no later than four months after matriculation. Candidates may apply to the Graduate School Academic Board for permission to delay the proposal only where exceptional circumstances apply. The role of the Doctoral Research Coordinator, acting on advice from the Dean and Head of Graduate School, is to confirm that the necessary facilities and resources can be put in place to support the project and to ensure the full Supervisory Team is in place. Supervisory Teams must meet the criteria laid down in Section 7. Supervisory Teams must be confirmed by the Graduate School Academic Board.
6.3.2 Failure to submit an outline proposal within the maximum timescale will result in de- registration on grounds of failure to progress, except where extenuating circumstances apply.
6.4 Probationary Assessment
6.4.1 The probationary assessment proposal should be submitted no later than five months after initial matriculation for full-time candidates, or ten months for part-time candidates. The probationary assessment should normally take place no later than four to six weeks after submission of the proposal. Candidates may apply to the Graduate School Academic Board for permission to delay the assessment beyond this time, but may not delay beyond 12 months full-time or 24 months part-time. Where a candidate is unable to meet this deadline due to extenuating circumstances, the candidate should apply in advance of the deadline, to the Graduate School Academic Board for an extension to the submission deadline. It is usual that evidence to support the request is submitted.
6.4.2 The probationary assessment takes the form of a face-to-face academic discussion with the Assessment Panel lasting up to one hour. The discussion is based on their research project plan for their studies, READ Programme plans and the research proposal, describing and justifying the research project, submitted in advance of the panel discussion. This proposal must include background to the topic, the main research question, the specific aims, a review of relevant literature or sources of evidence, and an outline of the research paradigm including potential and relvant methodology. Material on methods (including analysis) may be included, depending on the study undertaken by the candidate to date and their priorities. The assessment must focus more on where the candidate has got to than on possible or prospective ideas about what might take place. The only exception is to raise potential ethical challenges. In the case of a PhD by Creative Practice the proposal should also normally be accompanied by indicative or draft examples of the proposed creative outputs. The proposal will be reviewed by the Assessment Panel in advance of the candidate meeting with the panel.
6.4.3 Where the proposal is for a PhD by thesis only, the word limit for the probationary assessment is 6000. The 6000-word limit may be exceeded by up to 10% without penalty. The word limit excludes appendices, tables and references. Submissions over the word limit will not be accepted. Where the proposal is for a PhD by Creative Practice, the probationary assignment should include indicative or draft examples of the proposed creative outputs and an associated 2500 word text. The 2500-word limit may be exceeded by up to 10% without penalty. The word limit excludes appendices, tables and references. Submissions over the word limit will not be accepted.
In both cases, research proposals and the resources required to undertake the proposed study shall be subject to careful review by the Assessment Panel.
6.4.4 Failure to undertake a probationary assessment within the maximum timescale will result in de-registration on grounds of serious failure to progress, except where extenuating circumstances apply.
6.4.5 The Assessment Panel will write a joint report and submit it to the Graduate School within seven working days of the date of the candidate’s probationary assessment. Should one panel member be absent after the assessment (such as for holiday), the report should be completed and submitted by the second panel member. The Joint Report will be submitted to the Graduate School Academic Board for consideration and approval. This report should comment on whether:
- the candidate is suitable to undertake research leading to the successful award of the relevant degree
- READ programme plans are in place
- the candidate is making satisfactory progress
- additional research training is appropriate
- the necessary research facilities are available
This report will also be provided in such a way that it enables the candidate to plan their development and the Supervisory Team to guide the candidate. At the end of the report a clear and numbered list of requirements must be set out. Any optional advisory statements are not to be included in this list and can be offered separately – and must be relevant to the candidate’s priorities and direction of study. Reports found to be offering poor quality feedback or feedforward and lacking in a clear list of requirements (where needed) wil be returned to the panel for revision.
The report may make one of four recommendations:
(a) That the candidate be confirmed as a PhD candidate
(b) That the candidate be required to resubmit with amendments
(c) That the candidate be required to resubmit with amendments and another viva (d) That the candidate be de-registered.
Concerns regarding supervision or facilities should be highlighted to the Graduate School through the Assessment Panel’s report.
6.4.6 In the event of (d) above (de-registration), the report must be passed to the Head of Graduate School for further consideration in discussion with the Panel and others as required. In the event of the recommendation going ahead, The Graduate School Academic Board will consider and make a recommendation to the Research Strategy Committee. The Secretary to the Graduate School will inform the candidate in writing of the decision of the Committee. The candidate may appeal (see regulation 6.6.10 below).
6.4.7 In the event of (b) or (c) above, the candidate will normally be invited to meet with the Chair of the Assessment Panel to discuss their performance and how any concerns could be addressed.
In the event of (b) or (c) above, the form of resubmission will be indicated in the Assessment Panel’s report. For a PhD by thesis only, this would normally consist of a revised full proposal. For PhD by Creative Practice this may require amendments or revisions to the proposal and/or draft practical element of the submission. In cases where the Panel requires amendments to the draft practical element of the submission, they should be fully satisfied that their concerns cannot be addressed solely through amendments to the proposal. Where this is not possible, the Panel should consider whether an additional practical arrangement could be used to address any concerns rather than revise the original practical component.
The deadline for resubmission will be detailed in the Assessment Panel’s report. Typically, this will be between six to eight weeks from when the report is sent to the candidate. Where a candidate is unable to meet this deadline due to extenuating circumstances, an extension to the submission deadline should be applied for before the deadline. Failure to resubmit a proposal within the maximum timescale defined by the assessors may result in de-registration on grounds of failure to progress.
6.4.8 Only in rare circumstances and where there are significant amendments required, a second assessment may be requested by the Assessment Panel, in which case, this will be considered by The Graduate School Academic Board and, should it be approved, will be detailed in the Assessment Panel’s report.
6.4.9 Following consideration of the resubmission and second discussion, if appropriate, the assessors will write a second report, making one of the following recommendations:
(a) That the candidate be confirmed as a PhD candidate
(b) That the candidate be required to resubmit for a second and final time
(c) That the candidate be de-registered
6.4.10 In the event of (c) above (de-registration), the report must be passed to the Head of Graduate School for further consideration in discussion with the Panel and others as required. In the event of the recommendation going ahead, the Graduate School Academic Board will consider and make a recommendation to the Research Strategy Committee. The Graduate School will inform the candidate in writing of the decision of the Panel. The candidate may appeal.
6.4.11 In the event of (b) above, regulations 6.3.9, 6.3.10 and 6.3.11 will apply with assessors making one of the following recommendations:
(a) That the candidate be confirmed as a PhD candidate
(b) That the candidate be de-registered
In the case of (b) above (de-registration), regulation 6.3.12 applies.
6.4.12 A candidate who fails to pass the probationary assessment within two years of initial matriculation (full-time) or four years (part-time) will be de-registered.
6.4.13 Candidates have the right of appeal against any of the above decisions. For more information on appeals see regulation 6.6.10.
Assessed Seminars
6.5.1 After probationary assessment the candidate will have an assessed seminar presentation before the end of academic years two and three (years four and six for part- time candidates).
6.5.2 The Assessment Panel formed for the probationary assessment will normally assess the seminars. If the research topic or research paradigm has changed significantly, a new Panel may be constituted.
Assessed Seminar 1 - Year 2 (Year 4)
6.5.3 Acceptable submissions for the year 2 (or year 4) assessed seminar include (minimum word count: 3000):
- A completed chapter of the candidate’s thesis (e.g. research methodology or methods);
- An introduction or overview to the specific study that is contributing to the overall PhD;
- A conference/seminar paper;
- A completed draft of a paper planned for academic publication/journal article;
- Submission of PowerPoint presentation slides (or other similar alternative) with detailed explanatory notes.
- Exhibition, performance or other creative event (for PhD by Creative Practice)
Further, candidates must submit the following documents (in an Appendix if appropriate):
- An abstract of 300 words;
- Their thesis completion plan for their third (full-time) or fifth and sixth (part-time) year(s) of study. The plan must clearly indicate tasks and progress and should be no more than 1-2 pages long.
- An update on progress with READ modules and plans for submission of the remaining module(s). This update should be no more than 1-2 pages long.
Candidates are encouraged to present to an audience who will be invited to ask questions in the presentation. The Graduate School will typically organise the seminar. The candidate should present work that provides a clear indication to the Assessment Panel that they have made satisfactory progress with their research. It would normally be appropriate within the chosen format to present a complete research paradigm including methodology and methods, research ethics and field work may also be included. Some candidates may also have preliminary data and analysis to share. There is no requirement to use a standard PowerPoint format and other formats are encouraged. Where the research involves creative practice, candidates may include draft works, performances, events or other such outputs. All candidates should include in their submission (as an appendix if appropriate) READ progress and plans and a project /time plan that details how they will progress their study further and work towards their final submission.
Subject to approval from the Graduate School Academic Board, candidates may present a seminar paper accepted at an external conference or seminar session. In such cases, the candidate will be required to submit a portfolio of work that includes:
The seminar paper submitted and accepted by the external conference/seminar provider;
- A specific chapter of the thesis (e.g. research methodology) that has relevance to the context of the external presentation (no fewer than 3000 words length)
- An update on progress with READ modules and plans for submission of the remaining module(s) (as detailed above)
Where the research involves creative practice, presenting this work along with an associated critically reflective analysis is also appropriate.
6.5.4 The candidate will be required to meet with the Assessment Panel approximately six weeks after submission of material in order to present their seminar. The Assessment Panel will have the opportunity to ask the candidate questions about their submission. The presentation usually lasts 20 minutes with 20 minutes for questions and/or discussion.
6.5.5 The Assessment Panel will submit a joint report to the Graduate School within seven working days of the date of the candidate’s assessed seminar. The joint report will be submitted to the Graduate School Academic Board for consideration and approval. This report should comment on whether the candidate is continuing to make satisfactory progress and feedback will be provided to the candidate to assist their development.
6.5.6 This report will be provided in a way that it enables the candidate to plan their development and the Supervisory Team to guide the candidate. At the end of the report a clear and numbered list of requirements must be set out. Any optional advisory statements are not to be included in this list and can be offered separately – and must be relevant to the candidate’s priorities and direction of study. Reports found to be offering poor quality feedback or feedforward and lacking in a clear list of requirements (where needed) will be returned to the Panel for revision.
The report will make one of four recommendations:
a) the candidate continues to progress with their studies
b) the candidate continues to progress with their studies with minor issues to be resolved
by the candidate and supervisory team
c) the candidate continues to progress with their studies with major issues to be resolved by the candidate and supervisory team
d) the candidate has not made satisfactory progress with their studies
6.5.7 In the event of (b) above, the candidate and Supervisory Team would be expected to develop a study action plan to help resolve the minor issues raised by the Panel. Where only minor issues have been identified, normally no further meeting with the Panel will be required.
6.5.8 In the event of (c) above, the candidate and a member of the supervision team will be invited to meet with the Chair of the Assessment Panel to discuss the candidate’s performance and how any concerns could be addressed. The candidate and Supervisory Team will be required to develop a study action plan to address the major issues raised by the Panel.
6.5.9 In the event of (d) above, the candidate will be invited to meet with the Chair of the Assessment Panel and the Doctoral Research Coordinator for the relevant School to discuss their performance and how the concerns of the Panel can be addressed. The candidate and Supervisory Team would be required to develop a study action plan to address the issues raised by the Assessment Panel. The Graduate School, in consultation with the Supervisory Team, should agree a maximum timescale for the candidate to address the issues to their satisfaction. Failure to address the issues may result in de- registration on grounds of failure to progress, except where extenuating circumstances apply.