.. _policy: ******************************************** University Policies and Code of Practice ******************************************** The University Ordinances and Regulations: Degree of Doctor of Philosophy (PhD) are many and complex - but you can get help at |sso|_ Office to find what you are looking for and augment with a look at the `Faculty PGR Handbook`_. .. warning:: Please note that information discussed here is informative (not normative) you should always double check with the Regulations on the central University site as things can change faster than this handbook. Submission and Completion ========================= A crucial policy for you to know is that you must submit your thesis within three years and 6 months of starting, unless you have an approved extension or interruption (see next section). Both an electronic copy and a hard copy of the thesis is required, and the submission date is defined as the date that the hard copy is received. The closing date for the electronic copy to be received is two-days before the final submission date. If you take longer than your degree time (e.g. you are on a three-year PhD and you haven’t finished your degree after three years), you cease being registered on your degree programme and will need to request permission to register as “submission pending”. The relevant University policy is Circumstances Leading to Changes to Postgraduate Research Study Policy. You will need to fill in a End of Year 3 form, available on |eprog|_ or from the |sso|_ Office. There is no submission pending for four-year degree courses. Plagiarism and Academic Malpractice =================================== Reputation is the most valuable commodity a researcher has. By extension, it is most valuable to a research-led University. Therefore, the University of Manchester takes academic malpractice including plagiarism extremely seriously. So, don’t do either of the things mentioned in the title of this section. Examples of academic malpractice are: presenting work of others as your own, and presenting work which has not really been done as having been done (e.g. falsifying data). Remember, plagiarism can mean copying words, but also copying ideas. Also, you will need to discuss with your supervisors how to deal with their ideas in your thesis, since only your name is on the title page. Academic malpractice is defined by the University in this Guidance to Students on plagiarism and other forms of academic malpractice. Academic malpractice is any activity — intentional or otherwise — that is likely to undermine the integrity essential to scholarship or research. It includes plagiarism, collusion, fabrication or falsification of results, and anything else that could result in unearned or undeserved credit for those committing it. Academic malpractice can result from a deliberate act of cheating or may be committed unintentionally. Whether intended or not, all incidents of academic malpractice will be treated seriously by the University All PGRs should read this document. You should also read Regulation XVII ’Conduct and Discipline of Students’. Another relevant document is “Academic Malpractice (Collusion, Fabrication and Plagiarism)”. The consequences of academic malpractice are very serious. For an assessment, you may receive a mark of zero for that unit, with no opportunity to resit. For a research degree, penalties can be as great as expulsion from the University without the award of the degree. If it is discovered after the degree is awarded, it can result in being stripped of the degree, as well as a loss of ones job and reputation. There have been several recent, high-profile examples, such as the 2011 case of a German defence minister (http://www.bbc.co.uk/news/world-europe-12566502). A basic progress guide to referencing and avoiding plagiarism, and links to more comprehensive resources are available. All PGRs should make sure they are familiar with what the university expects from its PGRs. **All PGRs are also required to complete a plagiarism course.** In view of the serious consequences of plagiarism and academic PGRs with the accepted format for referencing work in their discipline, and that they start using the accepted form as soon as possible. **Ignorance of the proper format, or ignorance of the definitions of plagiarism and academic malpractice used by the university, is not a valid defence against a possible claim of plagiarism or other instance of academic malpractice.** Some PGRs want to run their theses through TurnItIn to see if there is too much overlap with their publish work or other works they have cited. The University will not allow PGRs to use its license for this, but you can do it from the TurnItIn student site `https://www.writecheck.com/static/home.html `_. You have to pay for this. You should do this in such a way that your thesis does not get stored in the TurnItIn database, otherwise if you (or anyone) every runs it through again, it will return a 100% match. This information is not a recommendation for you to do this; it is simply here in case you want it. Finding a policy document ========================= Unfortunately, the University has a host of policy documents pertaining to Postgraduate Researchers, and it can be daunting to go through them to find what you are looking for. Here are some useful places to look. University PGR Code of Practice: The University has a code of practice which is sort of a road map of the relevant policy documents which describe what you can expect from the Department and your supervisors, and what is expected of you. Department Charter: The Department has produced a PGR charter, which gives the Department’s view on what can be expected from us and from you. It is short and worth reading. eProg expectations form: During your first few weeks here, a form will appear on eProg (see section |eprog|_) called the expectations form. The first part of this contains links to 9 relevant policies, which you are asked to read and discuss with your supervisor. This will help ensure you know what the policies are. PGR Representation ====================== There are several ways in which PGRs can give feedback to the Department and University. First, there are the mentors; and mentors act as PGR representatives. So, if you have an issue about how the Department is run, you can bring it up to one of the mentors. Or become a mentor. You can also discuss it with the PGR Director. There is a Postgraduate Research Experience Survey (PRES) conducted yearly across all Universities. We get the results broken down by Department. In the past the University has changed its procedures (notably its orientation procedures) based on the outcome of this, so do fill it in when you hear about it. It usually takes place in the late spring. Ethical Approval ================ All research involving human or animal subjects has to be approved by the University Ethical Approval mechanism. This includes usability studies for software and hardware systems and HCI evaluation of systems. To get approval, contact the Ethical Approval Officer in the Department. Complaints Procedure ==================== The University has a formal Complaints Procedure. Most complaints are most quickly and effectively dealt with locally. Contact your supervisor, advisor, PGR tutor, or PGR Director. If it is of a general nature (e.g. resource allocation), mention it to one of the mentors, so it can be raised at a PGRSSCC meeting. If it involves the environment (e.g. heating), send an email to any of the local CS estates staff. If it involves an IT problem, raise a ticket on the CSIS system (see section [item:CSIS]). If you are dissatisfied with the response, put the complaint in writing to the Head of Department, unless it involves actions taken by the Head of Department, in which case put it in writing to the Dean of the Faculty of EPS. If you still dissatisfied, you should refer the matter formally and in writing to the University Registrar and Secretary. See the complaints procedure document for instructions how to do this. If you need help using the procedure or guidance on where to refer your complaint, you can seek advice from any of the following: The Academic Advisory Service, the appropriate Faculty or Department Secretary, the office of Student Support and Services, or the Students’ Union Advice Centre (Students’ Union, tel. 275 2930). The Complaints Procedure does not cover the following: - disciplinary issues (for which a separate procedure exists) - matters where other separate procedures apply, e.g. harassment, academic appeals relating to examinations or assessments, appeals against exclusion on academic grounds, or against refusal to be issued with a Certificate of Satisfactory Work and Attendance, or Complaints about the Students’ Union. Information on these separate procedures can be obtained from the University’s policies webpage. Code of Practice for Postgraduate Research Gegrees ================================================================================ This Code of Best Practice was downloaded (for your convenience) , and was therefore correct, on the **23rd July 2022**. Foreword ----------- Postgraduate research students are a key component of the University of Manchester's strategic vision. The University is an internationally distinguished centre of research. The University of Manchester - as expressed in the `Our Future: Vision and Strategic Plan `__ - is a world-leading university recognised globally for the excellence of our people, research, learning and innovation, and for the benefits we bring to society and the environment. We endeavour to provide students with opportunities to excel in an environment that provides outstanding supervision, training and facilities. This Code of Practice for postgraduate research degrees constitutes the central reference document for policies, procedures and good practice at the University of Manchester. It defines the minimum requirements for postgraduate research through full-time and part-time modes of study. It has been designed to ensure a high-quality framework is implemented and maintained consistently across the University. It sets out the responsibilities of the University, faculties, schools and supervisors so that students know what they can expect from the University. In return, it details the responsibilities of research students so that students know what the University expects of them.  This code is an evolving document that will grow in line with national and international developments in graduate education and with the ever increasing levels of best practice in postgraduate research at the University of Manchester. Staff and students are encouraged to become actively involved in improving and extending the code. All feedback is welcome and should be directed to the `Research Degrees and Researcher Development team `__ in the Research Office. | Professor Melissa Westwood Associate Vice President for Research | Director of the Manchester Doctoral College | University of Manchester .. container:: tabAccordionContainer .. container:: tabPanelContainer .. container:: tabPanel jsHide .. rubric:: `The Code of Practice <#>`__ :name: d.en.866089 :class: internalTitle .. container:: tabPanelWrapper :name: d.en.866089-tabPanelWrapper The Code of Practice sets out the University of Manchester's framework in relation to the management and coordination of postgraduate research degrees both full-time and part-time.  The University is committed to ensuring the quality of every student's research experience and as such the code of practice defines minimum requirements to safeguard high standards of postgraduate research degree activity. The Code of Practice should be read in conjunction with the University's \ `Ordinances and Regulations `__   and faculty and/or school handbooks as appropriate. This Code is intended for use by academics, administrators, full time and part time postgraduate research students and is revised on a regular basis in consultation with its users and the University's Manchester Doctoral College Strategy Group (MDCSG). MDCSG is responsible for strategic and policy matters in relation to all aspects of graduate education and identifying and sharing good practice across faculties in graduate education work.  The group meets monthly.   .. container:: tabPanel jsHide .. rubric:: `COVID-19 Information and Resources <#>`__ :name: d.en.866106 :class: internalTitle .. container:: tabPanelWrapper :name: d.en.866106-tabPanelWrapper **FAQs:** - `PGR FAQs `__ - refer to these regularly updated FAQs for the most up to date news relating to COVID-19. **PGR COVID-19 Expense Fund:** - `PGR COVID-19 Expense Fund `__ - Refer to this guidance if you wish to make an application to help cover unexpected research related expenses incurred due to COVID-19.   - `PGR COVID-19 Expense Fund Application Form `__ - Use this form to make your COVID-19 expenses claim.    **Living Cost Support Fund:** - The \ `Living Cost Support Fund `__ is a University scheme that exists thanks to generous donations from alumni and friends who want to ensure that no Manchester PGR is left struggling. If you are experiencing financial hardship, either as a result of the COVID-19 crisis or otherwise, you can apply to the LCSF for support.  **Interruptions / Extensions:** - `Interruptions Procedure for Postgraduate Research Students `__ - refer to this procedure if you wish to apply for an interruption to your studies. - Extensions due to COVID-19 Procedure for Postgraduate Researchers (UKRI funded) - All UKRI funded PGRs are now eligible to apply for an extension, regardless of their programme start/end date. Please contact your local \ \ `PGR support team `__\ \  if you are UKRI funded and wish to apply for an extension to programme. - `Extensions due to COVID-19 Procedure for PGRs (UoM Processed Stipend) `__ - refer to this procedure if you have a stipend processed by UoM and wish to apply for a COVID-19 related extension to programme. - `Report on COVID-19 Related Extensions `__ - update on the numbers of applied for and approved COVID-19 related extension requests.  **Submission / Examination:** - `Presentation of Thesis Policy `__ - this procedure has been updated with details of how to include a COVID-19 Thesis Impact Statement if required. - `Guidance on Inclusion of COVID-19 Impact Statements in Thesis Submissions `__ - full guidance on the inclusion of a COVID-19 Thesis Impact Statement in the examination thesis.  - `Guidance for Remote of Hybrid PGR vivas `__ - refer to this document for details on rules and best practice for online/hybrid Viva examinations. - `Rescoping PhD projects in response to COVID-19 impact: Guidance for Supervisors `__ - this document will help you when thinking about how to adapt your research projects in response to COVID-19. - `University Coronavirus Information `__\  - for general COVID-19 related information.  **Safety on Campus:** - Refer to the `welcome website `__ for guidance on the steps you can take to stay COVID safe on campus.  .. container:: tabPanel jsHide .. rubric:: `Research Environment <#>`__ :name: d.en.866090 :class: internalTitle .. container:: tabPanelWrapper :name: d.en.866090-tabPanelWrapper **Research Environment** Students will only be offered a place on a research degree where they can be provided with a fully supportive research environment.  Schools or where appropriate, divisions, should ensure that the following criteria are met when assessing the research environment: 1. Supervisory arrangements specified within this code of practice are met or exceeded and that prospective supervisors have the relevant experience and related record of published research. Further information can be found in the supervision section of this code of practice. 2. Evidence at discipline level of appropriate national and international excellence in research. 3. Appropriate access to library and computing facilities which as a minimum will include individual access to a computer with email and internet access and printing facilities. 4. All students in attendance at the University should where possible be provided with a designated study area with appropriate desk space, computing resources and experimental equipment to embark on and complete the research degree. Split-site students should where possible expect the same facilities as on-campus students when visiting campus. 5. Students should have appropriate access to facilities regardless of mode of study. 6. Students are provided with the appropriate skills training. Further information can be found in the skills training section of this code of practice. 7. Research groupings should be fostered with a critical mass of researchers and research students in the same or related disciplines that enable students to interact with peers. 8. An active research environment should be developed internally which enables students to participate in research seminars, participating both as listeners and presenters.  Students should be encouraged to participate in external symposia, conferences and workshops and publish within respected, and where possible refereed journals and publications. 9. Where appropriate, clear policy and guidance on publication rights, including joint authorship, which encourages students to publish their work should be communicated to students. 10. Research equipment and funding available to the student should be sufficient to allow the student to complete their research degree. 11. Students are expected to respect the research environment and ensure their research within this environment does not lower standards for other research students. 12. Access to sufficient and appropriate student support and welfare services. .. container:: tabPanel jsHide .. rubric:: `Applications and Admissions <#>`__ :name: d.en.866091 :class: internalTitle .. container:: tabPanelWrapper :name: d.en.866091-tabPanelWrapper The University policy on postgraduate applications and admissions can be found on the recruitment and admissions `policy and good practice website `__. Any queries in relation to the admissions process may also be directed to: The Postgraduate Admissions Office The University of Manchester Oxford Rd Manchester Tel:  +44 (0) 161 275 4740 Email: pg-admissions@manchester.ac.uk .. container:: tabPanel jsHide .. rubric:: `Registration and Induction <#>`__ :name: d.en.866092 :class: internalTitle .. container:: tabPanelWrapper :name: d.en.866092-tabPanelWrapper | Registration is a two-step process.  Students must first register with their school or faculty (academic registration) and then pay their tuition fees (financial registration). From September 2006, students will be able to complete both registration processes online.  Alternatively, Schools or Faculties should advise students of their allocated time to attend a central registration venue for financial registration. | Every student must register on their research degree at the beginning of their studies. For as long as a student is following their research degree they must remain registered with the University and pay the appropriate fees. | Further information relating to the registration process and a registration guide is provided by the `Student Services Centre `__. .. rubric:: Induction :name: induction - `Principles of induction and transitional support for students `__ (.doc)   .. container:: tabPanel jsHide .. rubric:: `Professional and Career Training and Development <#>`__ :name: d.en.866093 :class: internalTitle .. container:: tabPanelWrapper :name: d.en.866093-tabPanelWrapper Postgraduate researchers (PGRs) make a significant contribution to the University’s research excellence and reputation and the University is committed to creating an environment that allows all PGRs to strive for excellence and develop to their full potential. The provision of the highest quality professional and career development, training and opportunities supports PGRs to complete their research degree and successfully transition to the next stage of their career. The University's \ `Postgraduate Researcher Professional and Career Training and Development - Statement of Expectations `__ provides information on the following: - Professional and career training / development expectations - Intitutional responsibilities - Supervisor responsibilities  - PGR responsibilities  - Typical core training / training and development timeline **Postgraduate Researchers and Teaching** PGRs are encouraged to engage in professional and career development training and opportunities during their research programme and teaching is one type of such activity that PGRs may consider. Graduate Teaching Assistants (GTAs) are an integral and valued part of the teaching community, but it should be noted that their primary role is research and their GTA activities should therefore not take precedence over the requirements of their research programme. The following guidance outlines our key principles, the expectations upon those involved in teaching activity and provides information about teaching opportunities, training and support. `Guidance on Graduate Teaching Assistants (GTAs) `__   .. container:: tabPanel jsHide .. rubric:: `Supervision <#>`__ :name: d.en.866094 :class: internalTitle .. container:: tabPanelWrapper :name: d.en.866094-tabPanelWrapper Please also refer to interim`Guidance on Remote Supervision `__\  during the Coronavirus outbreak and the \ `Rescoping PhD projects in response to COVID-19 impact: Guidance for Supervisors `__\ . The University's `Policy on Supervision for Postgraduate Research Degrees `__ contains information for postgraduate research students and academic and administrative staff in Schools and Faculties to inform on procedures and policy relating to the supervision of postgraduate research students. This supervision policy document relates to all research degrees across the University, not just doctoral degrees, and also includes collaborative research degrees. The supervision policy document provides information on the following: - Supervisory Teams - Appointment of Supervisors - Supervision Responsibilities - Supervision for collaborative research degrees - Absence or Change of supervisor - Staff Development for Supervisors Revisions to Supervision Policy for Postgraduate Research Degrees - `Revisions - January 2022 `__ - `Revisions - August 2020 `__ - `Revisions - November 2016 `__ - `Revisions - February 2014 `__ - `Revisions - December 2011 `__ - `Revisions - November 2008 `__ - `Revisions - September 2007 `__ Supporting information - `Doing a PhD: What you should expect and what is expected of you `__. Additional guidance on supervision provided by the Student Guidance Service - `Supervisor Guidance Advice Sheet. `__ Summary guidance and advice for supervisors. - `Guidance for managing PGR students transferring from another institution `__ Gives details on the administrative process for managing a change of institution - `Policy on Recording and Monitoring Attendance `__ - `Supervisory Activities [Oct 2014] `__ - `External Supervisor Engagement Form [July 2020] `__ To be used when retaining or appointing an external supervisor for a doctoral programme .. container:: tabPanel jsHide .. rubric:: `Progress and Review <#>`__ :name: d.en.866095 :class: internalTitle .. container:: tabPanelWrapper :name: d.en.866095-tabPanelWrapper The University \ `Policy on the Progress and Review of Postgraduate Research Students `__  provides information on policy and procedural issues in relation to the progress and review of postgraduate research students throughout their degree. The policy document provides information on the following: - Meetings with supervisors - Formal progress meetings - Reports and presentations - Progress record - Continuation and transfer - Unsatisfactory progress **Revisions to Policy on the Progress and Review of Postgraduate Research Degrees**: - `Revisions - May 2021 `__ - `Revisions - September 2015 `__ **Related Documents**: - `Guidance on monitoring PGR Attendance and Engagement in PowerBI `__ .. container:: tabPanel jsHide .. rubric:: `Changes to Degrees <#>`__ :name: d.en.866096 :class: internalTitle .. container:: tabPanelWrapper :name: d.en.866096-tabPanelWrapper `Change of Circumstances Policy for Postgraduate Research Students `__ [now updated to include COVID-19 related mitigating circumstances]- previously the \ *Policy on Circumstances Leading to Changes to Postgraduate Research Stud*\ y, July 2012. This policy should be considered alongside the following: **Procedural Documents** - `Extensions Procedure for Postgraduate Research Students `__  - `Interruptions Procedure for Postgraduate Research Students `__ - `Official Leave of Absence for Postgraduate Research Students `__ - `Sickness Procedure for Postgraduate Research Students `__ - `Submission Pending Procedure for Postgraduate Research Students `__ - `Withdrawals and Terminations Procedure for Postgraduate Research Students `__ **Associated Guidance Documents** - `PGR Parents: A Toolkit `__ - Summary of policy in relation to PGR Parental Leave / details of PGR Parent support services available.   - `Procedure on Fitness to Study `__ - `Statement of Fitness to Work (PGR Students) Guidance Notes `__ (September 2010) - `Certification of Student Ill Health - PGR Student `__ - `PGR Fees during interruption `__ (June 2013) - Provides guidance to administrators on the fee process during an interruption. - `End of year examination and registration guidance `__ - Provides guidance on re-registration of PGR students where their registration date falls outside progression - `Health & Safety in Off Campus Work including field work, field trips and business travel `__ - This guidance document covers a wide range of health & safety issues in fieldwork; including offsite visits and travel to the UK and overseas. - `Student Protection Plan - Policy on Refunds and Compensation `__ - This policy outlines the University’s approach to considering whether tuition fees and other relevant costs should be refunded and/or compensation should be offered in circumstances where the University is no longer able to protect continuation of study for students **Revisions made to the Policy and to the former supporting procedural documents:** - Revisions to Change of Circumstaces Policy for Postgraduate Research Students: `June 2020 `__, \ `Sept 2018 `__, \ `June 2012 `__, \ `May 2012 `__, \ `Sept 2010 `__, \ `Sept 2009 `__, \ `Sept 2007 `__ - `Revisions to the Maternity, Adoption and Paternity Leave Policy `__ [June 2014] - `Revisions to the Sick Leave policy for Funded Postgraduate Research Students `__\ [June 2014] - Revisions to the Maternity, Adoption and Paternity Pay Policy for Funded Postgraduate Research Students and the  Maternity Leave and Adoption Leave Guidance on Procedures for Postgraduate Research Students: `June 2014 `__\ ``__ .. container:: tabPanel jsHide .. rubric:: `Submission and Examination <#>`__ :name: d.en.866097 :class: internalTitle .. container:: tabPanelWrapper :name: d.en.866097-tabPanelWrapper **Electronic Thesis Submission** All postgraduate research students are required to submit electronic versions of their thesis or dissertation ( examination and final corrected versions ) via \ `eThesis submission `__\  in MyManchester. This includes all doctoral students, MPhil students and research Masters students. **Theses Presentation** - `Presentation of Theses Policy `__ [July 2020] - `COVID-19 Thesis Impact Statement Guidance `__ [July 2020] - `Presentation of Dissertations Policy: Master of Science (MSc) by Research and Master of Enterprise (MEnt) `__\  [July 2020] - `Journal Format Theses - Guiding Principles for Students and Staff `__ [February 2017] **Nomination of Examiners and Independent Chairs** - `Nomination of Examiners and Independent Chairs for Postgraduate Research Degree Examinations Policy `__\  [Nov 2016] **PGR External Examiners - Payment Process and Guidance Documents** - `External Examiner Payment Process Document `__ [April 2018] - `External Examiner Confirmation Letter Template `__ [April 2018] - `Appointment of Examiners - Consultancy Agreement for PGR External Examiners `__\  [to be sent with all appointment letters] - `Payment of Examiners – PR PGR EE - PGR External Examiners Fees and Expenses Claim Form `__ - `Notes for claimants using PR PGR EE fees and expenses claim form `__\  [to be sent with all PR PGR EE Claim Forms] - `PGR External Examiner Supplier Route e-Mail Template `__\  [April 2018] - `Payment procedure for External Examiners for Research `__\  (PGR) provision: cover form (word document) **PGR External Examiners - Employment Status and Right to Work Guidance Documents** - `Guidance for PGR Admin - External Examiner Appointment, Right to Work and Payment Flowchart `__ - `External Examiner Home Office Guidance (UKVI Right to Work) `__ - `External Examiner Right to Work FAQ `__\   For enquiries in relation to EE RTW and Visas for Overseas External Examiners please contact People & OD.  .. rubric:: PGR Examination Policy :name: pgr-examination-policy - `Examination of Doctoral Degrees Policy `__ [June 2017]  - `Examination of Master of Philosophy (MPhil) Degrees Policy `__ [June 2017]  - `Resubmission and Re-examination of Postgraduate Research Degrees Policy `__ [June 2017]    - `Examination of Master of Science (MSc by Research) and Master of Enterprise (MEnt) Degrees Policy `__ [February 2018]  - `Appointment of examiners - Schedule of Services `__  [to be sent with Exam report forms] .. rubric:: **Academic Malpractice and Plagiarism** :name: academic-malpractice-and-plagiarism - `Academic Malpractice (including Plagiarism) Procedure `__ .. rubric:: **Oral Examination by Video Link** :name: oral-examination-by-video-link - `Interim guidance on vivas by video link (due to Coronavirus) `__\ [March 2020] - `Guidance on conducting oral examinations by video link `__ [November 2012] .. rubric:: Examination Fees :name: examination-fees - `Student fees for resubmission and re-examination `__ **Posthumous and Aegrotat Award Postgraduate Research Degrees Policy** - `Posthumous and Aegrotat award of Postgraduate Research Degrees Policy [July 2020] `__ - `Summary of Posthumous policy changes [July 2020] `__ - `Summary of Posthumous policy changes [June 2014] `__ **Summary of changes to policy documents** **Revisions to Thesis Presentation Policy:** - `Revisions - Presentation of Theses Policy `__ [July 2020] - `Revisions - Presentation of Theses Policy `__ [April 2019] - `Revisions - Presentation of Theses Policy `__\  [February 2017] - `Revisions - Presentation of Dissertations Policy `__\  [February 2017] - `Revisions - Presentation of Theses  `__\ [June 2014] - `Revisions - Presentation of Theses `__\    [February 2013] - `Revisions - Presentation of Theses `__\    [November 2008]  - `Revisions - Presentation of Theses  `__\   [September 2007] **Changes to PGR Examination Policy:** - `Summary of policy changes - PGR examinations `__ [June 2017] - `Summary of policy changes - PGR examinations `__ [November 2016] - `Summary of policy changes - PGR examinations `__ [June 2016] - `Summary of policy changes - PGR examinations `__ [May 2012] - `Summary of policy changes - PGR examinations `__ [November 2011] - `Summary of policy changes - PGR examinations `__ [September 2009] .. container:: tabPanel jsHide .. rubric:: `Supporting Wellbeing and Mental Health <#>`__ :name: d.en.866105 :class: internalTitle .. container:: tabPanelWrapper :name: d.en.866105-tabPanelWrapper The wellbeing and mental health of our postgraduate researchers (PGRs) is of paramount importance to the University. We are committed to providing an environment in which postgraduate researchers can thrive, enjoy their experience and develop to their full potential. The University recognises that during their research programme, PGRs will face a wide range of experiences and challenges and this may lead to the need for support and guidance for a variety of non-academic or wellbeing and mental health issues. The aim of this section of the Code of Practice is to direct PGRs, PGR supervisors and professional services to the wide range of support, from suggestions on how to maintain wellbeing to specialist mental health support, that is available through the University.   Resources for PGRs **New to Postgraduate Research** Starting a postgraduate research programme can be daunting, the online resource aims to lessen concerns and give postgraduate researchers ideas on where to go for help and support. https://www.welcome.manchester.ac.uk/starting-pgr **Six Ways to Wellbeing and Mindfulness for PGRs** The `University’s Six Ways to Wellbeing `__ are actions which all members of the University are encouraged to incorporate into their daily life, to help them feel good and function well. For ideas on how PGRs can use this framework please see `Six Ways to PGR Wellbeing `__ and the `wellbeing for PGRs resources `__ on Student Support. Developed by a PGR the `Mindfulness for Postgraduate Research resource `__ applies mindfulness to the day to day challenges of postgraduate research.  **The Wellbeing Thesis** Recognising the distinctive challenges that PGRs can experience, the University of Derby, King’s College London and Student Minds have developed an open access web resource to support postgraduate researchers’ wellbeing, learning and research. It is free to use and can be accessed `here `__. **Researcher Development Training** The Researcher Development team, and the Library’s `My Research Essentials programme `__, offer a range of training and support on topics such as ‘shut up and write’, overcoming imposter syndrome, perfection and mindfulness. Please check the `Researcher Development `__ website. **Student Support** Additional information and support on issues such as housing, finances, visas and a A-Z of all University Services please see the University’s `student support pages `__. **The Counselling Service** The `Counselling Service `__ is open to all students, including postgraduate researchers. The Service is aware of the unique nature of the issues that PGRs experience and the support they offer takes into account the distinct experience of PGRs; this is applicable to `individual appointments `__ as well as other resources such as `workshops `__ and online tools. Workshops are open to all and some cater specifically to PGRs, for example, `Managing PhD Stress `__. The service signposts to `wellbeing apps `__ of most relevance to PGRs and there are useful interactive resources on relevant topics such as `procrastination `__.   **Disability Advice and Support Service (DASS)** The `Disability Advisory and Support Service `__ (DASS) provides an accessible and inclusive service for all students, including postgraduate researchers, who have a disability to access the support they need. The type of support ranges from assistive software to specialist equipment. You can `book a quick query appointment `__ to access the support you need. **24 Hour Mental Health Helpline** Mental health support from trained counsellors and advisors who are ready to listen and provide help on everything from emotional and physical health, mental health, relationships, managing stress and anxiety, money issues and more. The confidential helpline is available 24/7 on **0800 028 3766.** More informaiton is available at `this link `__.  **Togetherall** All members of the University can access free online mental health and wellbeing support with `Togetherall `__ (formerly Big White Wall), any time, any day. The 24/7 online community is monitored by clinicians and is anonymous and confidential.  To join - select Universities and Colleges under the organisation tab and enter your University email address. **Help in A Crisis** **Text** - `Shout `__ is the UK's first free 24/7 text service for anyone in crisis anytime, anywhere. It's a place to go if you're struggling to cope and you need immediate help. TEXT Shout to 8528. **Phone** - The Samaritan: Freefone 116 123 or 0161 236 8000 charged at a local rate. Available 24 hours a day, seven days a week, to talk confidentially about any problem, however big or small. **Online** - Manchester Nightline Nightmail is available 24/7. All emails are scrambled as they arrive to keep anonymity, email `nightmail@nightline.manchester.ac.uk. `__ Resources for PGR Supervisors **PGR Supervisor Toolkit** Supervisors play a vital role in supporting the wellbeing of PGRs. The `PGR Supervisor Toolkit `__ has a dedicated section on wellbeing and student support which contains useful signposting information for supervisors. Supervisors can also watch the `Supervising Stressed Students video `__ and refer to the `guidance on how to spot the signs of stress `__.  Two online modules, originally developed by the University of Durham have been adapated for supervisors at the University of Manchester.  `Supporting PGR Mental Health and Wellbeing for PGR Supervisors `__\  - An overview of mental health within the context of postgraduate research and guidance on how supervisors can identify, respond to and support PGRs in distress. `Case Studies for PGR Supervision in the Context of Mental Health Difficulties `__\  - Case studies are used to examine the process of PGR supervision when a supervisee is experiencing difficulties.  **Supervisors Flowchart** This `flowchart `__ guides supervisors through different levels of support that PGRs may need and includes questions to ask along with signposting to training and resources.  **Counselling Service Training for Staff** There are two `online resources `__ for all staff. `Supporting Students `__ will help you understand how to support wellbeing and `Identifying and responding to student mental health problems `__ uses short videos to take you through a number of scenarios to help you think through what might be helpful responses, including when to refer to other sources of help and support.  In addition to the online resources, regular face to face training sessions are provided. **Student Mental Health Matters: spotting the signs, knowing what to say and what to do** is an interactive session held via zoom. Further information and booking can be found via the staff \ `training catalogue `__. **Crisis Pathway** If you have significant concerns about someone then please refer to `The Crisis Pathway Poster `__.  Resources for Professional Services  The model of student support, including support for PGRs, is structured in to a stepped model of care, moving from prevention through support to more formal intervention. You can access the Counselling Service `interactive presentation on the Stepped Care Model `__ to find out more. The Counselling Service’s online resources for all staff are aimed at helping you to understand how to support wellbeing - `Supporting Students `__ and at helping you to think through what might be helpful responses, including when to refer to other sources of help and support - `Identifying and responding to student mental health problems `__. The `PGR wellbeing project `__ developed an `online resource for professional services colleagues `__ services colleagues outlining the distinctiveness of the postgraduate research experience and how that may impact on the type of support that PGRs need. Please ensure `The Crisis Pathway Poster `__ is prominently display in professional services offices.  Research England/Office for Students Catalyst Fund Project Update - University of Manchester PGR Wellbeing Project  A `short video update `__ on the progress and impact of our project as presented to the UKCGE Mental Health and Wellbeing Conference May 2021. .. container:: tabPanel jsHide .. rubric:: `Intellectual Property <#>`__ :name: d.en.866098 :class: internalTitle .. container:: tabPanelWrapper :name: d.en.866098-tabPanelWrapper The University of Manchester `Innovation Factory `__ is the managing agent of The University of Manchester for intellectual property commercialisation.  The Innovation Factory is responsible for the University's `IP and Confidentiality Guide `__ and further support and guidance on intellectual property, including information on copyright, can be found on the website. The following links also provide some useful supporting information to help you understand intellectual property and copyright: - `Intellectual Property and Confidentiality: A Researcher's Guide `__ - `Library copyright guide `__ .. container:: tabPanel jsHide .. rubric:: `Collaboration <#>`__ :name: d.en.866099 :class: internalTitle .. container:: tabPanelWrapper :name: d.en.866099-tabPanelWrapper The University operates a split site and joint award collaborative research arrangements.   .. rubric:: Split-site PhD Arrangements :name: split-site-phd-arrangements - `Policy for Split-Site PhD Arrangements `__ [November 2016] - `Split-Site PhD Proposal / Approval Form `__ [October 2021] The University Policy for split-site PhD Arrangements provides a flexible institutional framework for all types of split-site PhD arrangements and outlines minimum institutional requirements.  The policy document provides the following information: - Definition of a split-site PhD - Rationale for developing split-site PhD links - Approval process - Key principles for split-site PhD arrangements .. rubric:: Revisions to Policy for Split-Site PhD Arrangements :name: revisions-to-policy-for-split-site-phd-arrangements - `Revisions - November 2016 `__ - `Revisions - January 2011 `__ - `Revisions - November 2008 `__ - `Revisions - August 2007 `__ .. rubric:: Pure Awards Management Guide - PGR :name: pure-awards-management-guide---pgr - A `guide `__ explaining how PGR Teams can record studentships on Pure .. rubric:: Joint Award PhD Arrangements :name: joint-award-phd-arrangements - `Joint Award procedures for postgraduate research programmes `__\ \ [Sep 2013] - `Application form for Joint/Dual postgraduate research programmes `__ [Feb 2019] .. rubric:: Dual Award PhD Arrangements :name: dual-award-phd-arrangements - `Dual Award procedures for postgraduate research programmes `__ [Feb 2019] - `Application for for Joint/Dual postgraduate research programmes `__ [Feb 2019] .. container:: tabPanel jsHide .. rubric:: `Visiting Research Student <#>`__ :name: d.en.866100 :class: internalTitle .. container:: tabPanelWrapper :name: d.en.866100-tabPanelWrapper The \ `Visiting Research Student Policy `__ [October 2019] provides guidance for students and staff on how to manage and administer research students who visit the University of Manchester on a short-term basis for more than 1 month and less than 12 months.  The policy document provides information on the following: - Definition of a Visiting Research Student - Attendance requirements of a Visiting Research Student including guidance for students who may have visa restrictions - Information for students who wish to take taught units whilst attending the University of Manchester as a Visiting Research Student - The application and induction process for a student attending the University as a Visiting Reseach Student - The responsibilities of the supervisor of a Visiting Research Student - The responsibilities of the Visiting Research Student - Exchange students `Summary of Changes February 2018 `__ .. container:: tabPanel jsHide .. rubric:: `PGR Travel Guidance for Administrators <#>`__ :name: d.en.866103 :class: internalTitle .. container:: tabPanelWrapper :name: d.en.866103-tabPanelWrapper .. rubric:: PGR Travel - An Administrator Toolkit :name: pgr-travel---an-administrator-toolkit Postgraduate Researchers travelling for any reason whilst on their programme of study, will need to conduct a travel risk assessment, see pre-travel approval and then make travel arrangements, ensuring adequate travel insurance is in place. This page provides advice and guidance for Postgraduate Research Administrators supporting PGR students with their travel arrangements.  This webpage includes links to the following tools useful to PGR Students and PGR Administrators: - `PGR Travel Authorisation Form (TAF) for Doctoral Students  `__ - `University of Manchester Travel Policy `__ - `Safety Services Travel Resources `__ - `Travel Risk Assessment Flowchart `__ - `Further Support and Guidance `__ - `University of Manchester Travel Insurance `__ - `Export Control Flowchart `__ .. rubric:: **Pre-Approval** :name: pre-approval .. rubric:: Travel Authorisation :name: travel-authorisation Students must obtain approval in advance of any period of travel away from the University. Failure to obtain approval before travel may result in the traveller not being covered by the University insurance.  The `University of Manchester Travel Policy `__ sets out the requirement for the University to have a Pre-Travel Authorisation (PTA) process in place for International travel, but is good practice for all destinations.    PGR Administrators can direct PGRs to use the **PGR Travel Authorisation Form (TAF) for Doctoral Students** to be completed before they travel. This form sets out a checklist for students to ensure that they have carried out all the required steps and have obtained approval before they travel. Students must declare: dates of the travel; the purpose of the trip; their funding source/s; their health and safety arrangements; their travel insurance cover arrangements (if not covered by the University policy); that they have made necessary visa arrangements (where applicable); that they have read and understood all the relevant policies and procedures; that they understand how to claim expenses; that they have obtained research ethics approval (where relevant).  .. rubric:: PGR Pre-Travel Responsibilities :name: pgr-pre-travel-responsibilities #. Complete and submit the `PGR Travel Authorisation Form (TAF) for Doctoral Students `__ #. Obtain approval for the period of travel.  #. Carry out a `risk assessment `__ and get Ethical Approval (where relevant). Administrators can refer to the example \ `Ethical Approval/Risk assessment approval workflow `__ for guidance.  .. rubric:: Pre-Departure :name: pre-departure .. rubric:: Travel Insurance :name: travel-insurance Once travel authorisation has been granted consideration should be given to the necessary insurance required in order to travel and any additional support that may be needed. The `University Travel Insurance `__ website provides details on the cover provided by the University for students. For clarification on any aspect of the policy as it relates to PGR you can contact the `Insurance Office `__. Please note the following details relating to PGR Travel insurance: - If a PGR student attends visits, conferences, placements and fieldtrips as part of their programme of studies and it is a mandatory requirement for them to attend, then their travel is covered by the University insurance (this includes students who book their own travel or travel is paid for by a third party, subject to T&C and exclusions).    - Non-regulated accommodation e.g. private sub-lets and Air-BnB are not covered for insurance purposes - Students undertaking any period of personal activity during their travel will require their own personal travel insurance.  The student is only covered for the period of the trip that is for University business. - All travel must be booked through The University of Manchester’s Travel procurement contractor `Key travel `__. - If a student undertakes a placement, approved by the School with the required risk assessment, that is not a compulsory part of their PhD, but significantly enhances the PhD, and they do not take an interruption for the period of time away from the University, the student will be covered by the University’s Travel insurance.  There should be a contract in place between the institution/placement in order for the student to be covered.  - The University cannot provide advice on personal travel insurance. - Student placements in the UK are not covered by the University Travel Insurance - If the situation in country changes before/during travel, another risk assessment should be carried out. .. rubric:: International Travel Destination Advice :name: international-travel-destination-advice PGR students and staff should refer to the `Foreign and Commonwealth Office (FCO) website `__ for the latest travel advice relating to their destination. .. rubric:: Disability Support :name: disability-support Students requiring disability support when travelling should also refer to the `Disability Advisory and Support Service Travel Support `__ website. .. rubric:: Export Control :name: export-control PGR students travelling internationally need to be aware of the export controls that apply to goods, technology, software and/or knowledge “exported” outside of the UK (this includes carriage of a laptop on trip). The Export Control Organisation provides `online checker tool `__ which help to establish if items/knowledge are controlled and require an export control licence. .. rubric:: PGR Pre-Departure Responsibilities :name: pgr-pre-departure-responsibilities #. Use the `pre-travel self-checklist `__ on the University insurance page to prepare themselves for travel.  #. Purchase personal travel insurance where appropriate. #. Obtain all required travel documentation (e.g. visa). #. Obtain `Travel support `__ from Disability Advisory and Support Service where appropriate. #. Refer to the `Export Control Flowchart `__ and carry out an online check / contact the University’s Export Controls Compliance team at \ ecc@manchester.ac.uk if in doubt. .. rubric:: Travel Bookings :name: travel-bookings .. rubric:: Key Travel :name: key-travel `Key travel `__ is The University of Manchester’s Travel procurement contractor.  PGR students can create their own itinerary through “\ `Look not Book `__\ ” access in key travel.  ‘\ `Arrangers `__\ ’ will need to approve and book any PGR student travel arrangements through Key Travel.  Please see the `Travel Booking webpages `__ for full details.   The `PR7 process `__ should be used to process expenses once the travel is completed.   .. rubric:: PGR Travel Booking Responsibilities :name: pgr-travel-booking-responsibilities #. Create own travel booking for approval through `Key travel `__. .. container:: tabPanel jsHide .. rubric:: `Quality Assurance <#>`__ :name: d.en.866102 :class: internalTitle .. container:: tabPanelWrapper :name: d.en.866102-tabPanelWrapper .. rubric:: Annual Monitoring :name: annual-monitoring :class: customClass8 `Guidance on the Annual Monitoring of the Provision of Research Degrees `__  (October 2019)   `Revisions - guidance on the annual monitoring of the provision of research degrees `__ (October 2019) `Revisions - guidance on the annual monitoring of the provision of research degrees `__ (February 2011) .. rubric:: Programme Approval :name: programme-approval :class: customClass8 `Guidance on the Procedure for the Approval of New Postgraduate Research Degrees `__  `New PGR Programme Approval Form `__ `Guidance for Producing Postgraduate Research Programme Specification `__ `Postgraduate Research Programme Specification Form `__  `Guidance for Programme Unit Specifications Template `__ .. rubric:: Programme Changes :name: programme-changes `Procedure for Withdrawing and/or Amending Postgraduate Research Degrees \ [September 2007] `__ `Amendment of PGR Degree Form `__ `Withdrawal of Degree Form `__ .. rubric:: Student Representation :name: student-representation `Student Representation Policy for Postgraduate Research Students \ [July 2010] `__ Notes ----------- .. include:: common.rst