Introduction to the Role and Responsibilities of Postgraduate Tutor
Dr Andy Mullis Jackie Findlay
Tutors
Dr Andrew Mullis Chair of Graduate Board’s Programmes of Study and Audit Group Jackie Findlay Senior Assistant Registrar, Research Student Administration
Aim
To introduce new postgraduate research tutors to the responsibilities of their new position as defined in the University Code of Practice for Research Degree Candidatures
Overview
Postgraduate Research Tutor’s Responsibilities Funding Administrative Framework Code of Practice for Research Degree Candidatures English Language Requirements Training of Supervisors and Internal Examiners
To the school / faculty Ensure Code of Practice is in place and monitored To the students Best interests of student – may mean taking difficult decisions as well as pastoral care To the Graduate Board and its groups Ensure that University policy is observed Respond to any issues raised For the support staff Ensure that the appropriate systems are in place to deliver effective administration and monitoring
Responsibilities (cont)
To faculty graduate school committees Usually a member (but always should have access to discussions on policy and procedures) Postgraduate scholarships Role in selection procedures for school nominations for University and external competitions Appeal groups May have to appear before University panels Liaise with Research Student Administration
Link with Head of School
Rely on head of school and their authority in dealing with difficult / serious issues and as a source of human resources information. Build a relationship – report regularly. Responsibility also to the director of the faculty graduate school
Examples of relevant support and advice
Difficulties with supervisors (in observing University / School procedures, inadequate supervision, etc) Difficulties with students (ensure that action is taken, where appropriate, and formal warnings issued if progress is unsatisfactory, complaints by students are handled speedily and fairly, etc) Need to have access to human resources information on staff (to ensure that supervisory arrangements are compatible with University policy) Staff on probation Staff on sabbatical Extended absences (for more than 3 months)
Admissions
Is the applicant of the appropriate quality? Do the appropriate facilities and expertise exist for the research project? Has the application been considered / discussed by at least two people? Where practical an interview should be held Be aware of the different categories of research degrees and special nature of the Masters by Research Ensure supervisors are eligible for the role Ensure English language requirements are met – see web site www.leeds.ac.uk/rds/admissionsandregistration/forstaff/english.html
When a student starts
Registration Ensure that the appropriate administrative arrangements are in place for students to register properly Training Plans Within one month of commencement, training needs analysis to be conducted between student and supervisors. This is a new requirement in the last few years – appropriate procedures to be put in place by support staff and to be monitored by postgraduate research tutors. Personal Development Record Ensure one is created and maintained for each student. This must include evidence of training needs analysis, record of training and development undertaken and records of official supervisory meetings.
Monitoring
Monitoring Attendance (UK Borders Agency requirements) Ensure appropriate arrangements are in place for monitoring attendance with absence being reported Supervision Meetings Ensure notes are kept and filed appropriately of all formal supervision meetings and they are “fit for purpose” Reservations about progress must be recorded. Students must be made aware of any reservations Annual Meeting Student to have the opportunity to meet with the postgraduate research tutor in the absence of supervisors
Transfer
Transfer from provisional category to full degree (PhD) Ensure that all time scales and procedures are in place and a transfer report is produced Time should be allowed for full-time students to make corrections or do additional work and have transfer confirmed within 12 months Revised transfer recommendation form to be completed Covers ethical review and safeguarding data
Examinations
Recommendation of examiners on behalf of school Ensure that the proposed examiners meet University criteria Avoid excessive use of external examiners (particularly by the same research group/supervisor) Awareness of examination results Does the report adequately explain whether the criteria have been met? Is there a pattern to referral/failures? Particular supervisors / research groups? Any issues for head of school/director of graduate school? All enquiries from the Examinations Group will be sent to postgraduate research tutors for resolution
Handover
Ensure that appropriate handover material and advice is available to your successor
Submission and Qualification
It is in the interests of all concerned for a research student to complete their research degree The University and external bodies, such as HESA collect data on “submissions” and “qualifications” All students leaving before or at the 12 month point do not count in “submission” rate or “qualification” rate statistics Those permitted to proceed into the second year do count Both the AHRC and ESRC impose sanctions on those with poor “submission” rates
Submission Rates Full-time Starters in 11/03-10/04
Faculty Withdrew in year 1 Started in year 2 Submitted within 4 years (%) Suspensions of study (%) Granted extensions (%) Non submit as FT PHD (%) Arts 3 37 56.9 10.8 5.4 27.0 PVAC 6 26 53.8 7.7 23.1 15.4 ESSL 4 31 38.7 35.5 16.1 9.7 Bio Sci 6 71 73.2 11.3 14.1 1.4 Env 5 32 53.1 6.3 15.6 25.0 MAPS 8 67 86.6 1.5 9.0 3.0 Eng 11 71 57.7 5.6 25.4 11.3 M&H 4 24 62.5 16.7 12.5 8.3 LUBS 2 20 75.0 10 10.0 5.0 Total 49 432 64.6 10 15.0 10.3
HEFCE Qualification Rates
doctoral students* starting in 99/00 doctoral students* qualifying by 05/06 (%) HEFCE bench mark# Southampton 254 90 80 Bristol 455 90 80 York 160 86 76 Sheffield 237 84 78 Leeds 288 78 78 * Full-time home and EU doctoral students # expected qualification rate based on institutions profile
Qualification Rates
HEFCE will monitor “qualification rates” in HESA returns The time that students take to obtain their qualifications If concern, Quality Assurance Agency (QAA) to investigate Account taken of discipline, mode of study, local conditions New rates to be published soon Funding implications
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