PGR Student
Administration
Handbook
Processing and Record Keeping for Postgraduate Research (PGR) students
Updated
September 2008
Intentionally Blank
Research Administration Centres
CADRE
CeDARE
Centre for
Art and Design
Research and
Experimentation
Centre for
Developmental &
Applied Research in
Education
GS
The
Graduate
School
HAGRI
History and
Governance
Research Institute
MRC
Management
Research
Centre
RCAS
RCSEP
Research Centre
in
Applied Sciences
Research Centre in
Sport, Exercise
and Performance
RIHS
RIILP
Research Institute
in
Healthcare Science
Research Institute in
Information and
Language Processing
SCIT
School of
Computing
and IT
SEBE
School of
Engineering and
the Built Environment
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Introduction and Contents: Processing and Record-Keeping
for Postgraduate Research (PGR) Students
The following pages list the key tasks or processes associated with the administration and record-keeping for
postgraduate research students. In each case, the task has been broken down to its key components and
where possible, explanatory notes or suggested "work instructions" have been added in order to be as
helpful as possible.
The aims of this handbook are:
1. to provide support for staff new to the area of research administration
2. to make each area clear and simple
3. to clearly show where the responsibility for each task lies
4. to make sure that key processes do not get overlooked
5. to ensure that records are as full and accurate as possible
Each Research Institute/Centre or School will have its own working methods and local systems and research
administrators may wish to supplement/adapt these notes to fit in with their own local management systems
and work instructions. The guidelines are intended to be supportive and helpful and are not regulatory or
mandatory but the division of responsibilities is as stated in each summary for clarity.
Section
Contents
1.
Pre-admission
2.
2A
Admissions and enrolment of new students
Admission: PhD by Published Work
3.
Appointment and annual payment of external Supervisors
4.
Confirmation of Programme stage
5.
Examination arrangements, thesis and award
6.
Annual Progress Review
7.
Changes to student programme
8.
Student withdrawals
9.
SMB Minutes and updating of records following meetings
10.
Bursaried Studentships
11.
Changes to Student's Personal Details
12.
Issue of standard and non-standard letters
13.
Annual re-enrolment for continuing students
14.
Monitoring of student progress - outside annual progress review
15.
Fee issues
Throughout, the following abbreviations have been used:
GS = Graduate School
HESA = Higher Education Statistical Agency
QAA = Quality Assurance Agency
RAE = Research Assessment Exercise
RI= Research Institute
RC = Research Centre
SMB = Student Management Board/Secretary to Student Management Board
STU/DOS = Student or Director of Studies (or internal Supervisor if DOS is external)
URC = University Research Committee or it's sub-committee
Section 1: Pre-Admission
The pre-admission stage is crucial in assessing potential students and projects. Each Research Institute,
Centre or School will have procedures in place for the recruitment of research students, either to projects
identified by the University or to student-led projects.
Some of the processes may be common across all sections of the University, and some may be unique to
your area. Individual procedures can therefore be inserted into this section of the handbook.
In general, however, as a minimum requirement, the SMB should be able to satisfy itself, prior to the
Research Proposal stage, that:






The project is in a subject area that fits with the University's research strategy
There is adequate expertise internally to supervise the student effectively
The University has adequate resources to support the student
The student is adequately qualified to undertake the project
The student has the ability to complete the project to the standard required
The student is able to commit sufficient time to ensure the project is completed within the allotted time
period
There is an initial "Expression of Interest" form available from the GS web site and through the Central
Dispatch Unit, for anyone interested in undertaking research to make the first contact. This does not commit
either the candidate or the University to anything at this stage, but it can trigger discussions to determine
some of the above issues before the student is admitted. Many areas have found it useful in that it enables
the SMB to make effective decisions on the suitability of a proposal before any firm commitment is made or
the full Research Proposal completed. The Expression of Interest form is compulsory as it forms the first
phase of the application process.
Other processes which form part of the pre-admission at local level may include:
 To whom initial enquiries are directed
 The selection of possible supervisors
 Whether student's are interviewed - formally/informally/in person/by phone etc.
 Whether students are required to submit a piece of written work outlining the proposal
 Any other conditions that the student may be required to comply with prior to the Research Proposal
being completed and considered by the SMB
SMB administrators may wish to inset additional pages in this section outlining procedures for their particular
SMB.
Intentionally Blank
Section 2: Admissions and enrolment of new students
The University articulates, maintains and updates an admissions policy framework in consonance with QAA
quality assurance. This over-arching policy is disseminated to to SMBs via the URC. SMB's then have local
responsibility for putting in place an appropriate admissions policy in-line with institutional strategy and
policy.
The following is a summary of the process from the point of formal application by a potential student. (see
section 1 for pre-admission processes)
Summary
Responsibility
GS
SMB STU/
DOS
Student applies via the Expression of Interest or Research Degree Studentship
Application Form 1
SMB forwards a copy of EOI or RDSA form to Admissions Unit for applicant entry
onto SITS
SMB writes to student to request completion of Research Proposal by a specified
date (usually not longer than two months)
SMB considers Research Proposal 2
SMB notifies student of decision using relevant formal offer letter3
SMB enters student programme details onto local management systems 4
SMB make arrangements with Finance regarding any stipend/bursary to be paid 5
SMB forward approved Research Proposal and relevant information to GS, keeping
a copy of all documentation on the student file 6
GS enter student on to SITS and open a file 7
GS send student enrolment letter and copy of Research Proposal 8









The following information supports the summary of tasks above:
1. Student applies via one of the following:
i.
ii.
iii.
Discussions with potential supervisors and then completes an Expression of Interest form
Advertised studentship – completes Research Degrees Studentship Application (RDSA)
form for studentship and successful candidate completes Research Proposal
Completes “Expression of Interest” form which leads to discussion with Research Institute,
Research Centre or School and when approved, the student completes a Research
Proposal
2. SMB considers Research Proposal for academic fit with unit, resources, potential viability for
research, and that all sections are completed correctly (*see notes at end of section). Under the
regulations, all registrations are now made for MPhil. Only exceptionally can students be registered
for PhD with Advanced Standing. Exact criteria are given in the regulations and Code of Practice.
3. SMB notifies student of decision and any action necessary, such as clarification of certain details or
further information required. This may involve the research proposal being sent back to the SMB, or,
if fairly minor details are required, it could be processed on Chair's action (in which case it should be
reported at the next SMB meeting so that a formal minute is held of the action). The SMB
administrator should log any Research Proposals where further information has been requested in
order to monitor progress and ensure that this is not overlooked. See section 14 of the handbook for
further hints on monitoring processes. Once no further amendments are required and the Research
Proposal has been approved the SMB must send the relevant formal offer letter to the student.
4. SMB enters student programme details onto local management systems. This will trigger reminder
notices when student reaches fixed points in the programme. A Research Proposal tick list has been
produced with suggested actions, which can be added to suit individual RI/RC/School systems (see
Figure 2:01). This should include:
i.
Appoint any external supervisor
ii.
iii.
Calculate and record minimum and maximum registration and add to maximum registration
monitoring
Calculate and record the date that the Confirmation of Programme is due and add to monitoring
schedule
5. SMB make arrangements with Finance regarding any stipend/bursary to be paid (where applicable) see Renewal and Termination of Bursary payments work-list
6. SMB forwards approved original Research Proposal and relevant information to the GS. This should
include copies of all letters, memo's etc. It is important to check that the Research Proposal is fully
completed and signed and dated as a copy is sent to the student and this forms the contract with the
University.
7. GS enters approved programme onto SITS and opens a student file. The attached list shows
actions taken by the GS at this stage (see figure 2:03).
8. GS send student the relevant enrolment letter (Home, International or Studying in own country) (see
figure 2:04) and copy of their Research Proposal, which acts as a formal contract. This instructs the
student to enrol via e:Vision. Once enrolled, the invoice for fees is automatically generated and sent
out by finance to student/sponsor.
*Completion of the Research Proposal Form
Please also refer to "Guidelines for the Completion and Submission of the Research Proposal" available on
the GS Web site.
It is important that all sections of the Research Proposal are completed. The GS use the form to enter data
on to SITS and the Institutional HESA returns are made using this data. Some of the requirements are
imposed on us externally and the Research Proposal is designed to capture as much of this data as possible
at the beginning of the programme. In particular, you will need to check that we have the UOA - which will
be the same UOA that the Supervisors would be submitted under in any RAE. If the supervisory team is split
over two UOA's you should give both UOA's and the split will be 50/50. You must also make sure it is
specified if this is a Research Council Student. In this case, the Research Council student number and the
expected date of submission are also required from the outset. In all cases, the maximum registration date
(i.e. 4 years) can be used as the expected date of submission, although in practice, the student should be
encouraged to submit by the end of their third full-time year.
Suggested tick list for local management systems:
RESEARCH PROPOSAL TICK LIST
NAME OF STUDENT
1
Check all sections of
the Research
Proposal are
complete
2
Open a Student File
(if not already done)
3
Create an individual
summary sheet
(suggested format
attached - see figure
2:02))
4
Add to any list or
database of students
5
Add Supervisors to
any supervisor list or
database
6
Send confirmation
letter to student
7
Appoint any external
supervisor - see
separate section in
handbook
8
Enter maximum
registration in
monitoring folder
9
Enter due date of
Confirmation of
Programme in
monitoring folder
10
Organise any
bursary/stipend
11
Copy Research
Proposal and file
along with any
correspondence
12
Send original
Research Proposal
and copy of
appointment letter to
Graduate School
FIGURE 2:01
Intentionally Blank
Suggested sample for RI/RC/School administrators.
N.B. GS Summary sheet slightly different to include
information relating to SITS, Research Degrees s/c, etc.
FIGURE 2:02
STUDENT SUMMARY SHEET
NAME:
STUDENT NUMBER:
RESEARCH PROPOSAL
Signed Research Proposal Received:
Date of SMB:
Letter sent:
Preliminary Registration:
Supervisory Team:
w.e.f.
DOS
SS 1
SS 2
Mode:
-
Approved Title:
_________________________________________________________________________
CONFIRMATION OF PROGRAMME
Date of SMB:
Agreed Programme:
With effect from:
Mode:
__________________________________________________________________________
RES 23: SPECIAL COSTINGS
(if applicable)
__________________________________________________________________________
RES 6: CHANGE IN SUPERVISION ARRANGEMENTS
Date of SMB:
Changes Approved:
Add:
Delete:
(also change in registration section of sheet)
________________________________________________________________________
RES 7: CHANGE IN MODE OF STUDY
Date of SMB:
Change in mode of study to:
w.e.f:
_________________________________________________________________________
RES 8: SUSPENSION
1.
Date of SMB: L.O.A. From:
To:
2.
Date of SMB: L.O.A. From:
To:
3.
Date of SMB: L.O.A. From:
To:
__________________________________________________________________________
EXAMINATION/ THESIS ARRANGEMENTS
Examination arrangements submitted:
Arrangements Approved:
Date of SMB:
Internal Examiner(s):
External Examiner(s):
Thesis submitted (date if known):
Date/time of Viva:
Resubmission details - if applicable
_____________________________________________________________________
CONFERMENT OF AWARD
Award Conferred:
W.e.f:
_________________________________________________________________________
RES 9: WITHDRAWAL OF REGISTRATION
Date of SMB:
Withdrawn w.e.f:
Reason:
___________________________________________________________________________
EXCEPTIONALEXTENSION (by application to URC only)
1.
Date of SMB: Extension Approved from:
To:
_____________________________________________________________________________
MONITORING OF REGISTRATION
(*Enter details at registration, after transfer to PhD, after change in mode of study) after
any extension, after any suspension)
*Enter basis of calculation, as above
Maximum registration:
New Maximum registration
Reason
New Maximum registration
Reason
NOTES
RESEARCH PROPOSAL RECEIVED IN GRADUATE SCHOOL
NAME
RI / School
Mode of study
Checked for signatures
Check course selected
Date received entered
Research Proposal
on
Change Course on SITS
Change Route on SITS
Enter fees on SITS
Put student No. on top of
Research Proposal
Enter Decision codes on SITS
Create Summary Sheet:
Enter name, RI/School and
date
form
received
on
summary sheet
Write
(in
RED)
what
regulations the student is
registered under
Put date of SITS work on
summary sheet
Enter student onto induction
list
Enter Student on Registered
list (at front of this folder)
Add to list in research student
records (at front of summary
sheets)
Write details in School by
School folder
Add
names
of
ALL
supervisors to Supervisors
file – 2 lists
Photocopy Research Proposal
Open a Student File
File paperwork so far. Keep
file to one side until process
complete
(After ATR has run)
Send enrolment letter (GSO2)
Enter date letter sent on
summary sheet
File copy letter in student file
After student enrolled inc ATR
enter fees/sponsor details
where appropriate on SITS
FIGURE 2:03
Update RDS/RDS screen on
SITS with UOA and DoS
Update SCE screen with
Research Council number
where appropriate
Update E-mail list on I-drive
Update Majordomo list for
student
Update Majordomo list for
Research Supervisor (if new
internal supervisor)
FIGURE 2:04
University Student Number:
Dear
Welcome to Research Degree Programmes
Further to receipt of your approved Research Proposal Form, I am pleased to confirm that you have now
been formally accepted onto a research programme at the University of Wolverhampton. All details of your
supervisory team are to be found in Section B6 of the form. Section B7 details the financial and other
resources, which have been made available for this project (including bench fees, expected subsidies to
support your research for the duration of the project), together with the names of those responsible for
providing those resources. You should keep this form together with any attached documentation carefully
and note that any changes to the above details will need to be formally documented and approved. Please
note that the Research Proposal Form serves as a contract between you and the University, and that the
Code of Practice gives you further information on the requirements, which we place upon you (including
attendance, contact with your supervisors, progress reports, research training and teaching and other
employment possibilities). For information, you have been registered under the September 2005 regulations,
a copy of which is enclosed.
Registration Periods
The start date of your project is as stated on your Research Proposal. We draw your attention to the
maximum registration periods for MPhil and PhD (following transfer at the confirmation of registration stage)
for both part-time and full-time students; these are laid down in the Regulations. If your progress is deemed
unsatisfactory at the key stages of your project (including at the annual monitoring stage) the “at risk”
measures as detailed in these Regulations may be invoked. In the event that your registration is withdrawn
at this point, you will be liable for any fees incurred.
Enrolment
Now that you have accepted your place at Wolverhampton you will be able to enrol on-line using e:Vision. If
you need assistance while enrolling please contact us through our e:Vision Helpdesk. During enrolment you
will need confirm your attendance and provide proof of identity (for example passport or full driving licence)
in order to complete the final stage of your enrolment. Further details will be available on the enrolment
pages through e:Vision.
Instructions for accessing e:Vision
To log onto e:Vision, go to www.wlv.ac.uk/eVision - you will need your Username (which is your 7-digit
student number, shown at the top of this letter) and Password (for the first time only this will be your date
of birth entered as dd/mm/yy.)
To keep your e:Vision account secure, you are strongly advised to change your password. To change your
password you need to go to the My e:Vision Account section, click on Change Password and follow the
instructions on the screen. Your new password should be at least 6 characters long and may include
numbers and letters.
ID Cards
Once you have enrolled you should report to the Learning Centre to obtain your ID card. You will you will
need to take one passport-sized photograph and some identification. If you wish to join the Students’ Union
and obtain an NUS card take two passport photos along with your student ID card to any Students’ Union
reception area where they will issue your NUS card.
Communication
At the University of Wolverhampton, we will also communicate with you through email therefore it is
essential that you ensure we have your correct email address at all times. (This can be checked and
amended through your personal details on e:Vision.)
Before you can use University computers, you must register for an IT account. Students who have enrolled
or accepted an unconditional offer can register online for an account www.wlv.ac.uk/its just follow the link
for “beginners”. Once you've registered for your IT Account, you can start using your University email
account. If you've already got a personal email account, you can easily forward your University email to it so
you don't miss any important messages.
Induction
There is a biannual Research Student induction programme organised by the Graduate School, which all new
postgraduate students are expected to attend, and you will be notified of the date of the next event.
Accommodation
If you need to make arrangements for accommodation please follow the link to the accommodation pages
from http://www.wlv.ac.uk, or from your e:Vision account.
Travel
Instructions on how to get to the University and a campus map are available on our web site at:
www.wlv.ac.uk/maps
Please take time to study the enclosed documents; most of them are also to be found on the University web
pages, where you will also be able to access general information
We advise you to consult the local codes and rules governing work within the School and / or Research
Institute/ Research Centre in which you are located.
Finally, may I say how pleased I am that you will be studying with us at the University of Wolverhampton. I
look forward to meeting you and hope that your time at the University will be very happy and successful.
Yours sincerely,
cc:
Enc:
Copy of the approved Research Proposal
Fee Schedule
Bye Laws
Research Degree Regulations
Intellectual Property Rights
Good Research Practice
Conditions Applicable to the Provision of Educational Services/Statutory Information for Students
Copyright Leaflet
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Section 2A:
Admission: PhD by Published Work
This differs from a "standard" PhD by research in that it is only open to members of staff. They do not have
to enrol in the way that students do , and submission is usually made within 12 months. They have their own
set of regulations, which are contained as an appendix in the 2005 regulations for MPhil and PhD.
Members of Staff register for the award by completing a Research Proposal form specifically designed for
the purpose (RESPROP (Publication)). This needs to be considered and approved by the SMB in exactly
the same way as other Research Proposals, and then forwarded to the Graduate School for processing.
On receiving the approved Research Proposal, the GS will open a folder and create a central record. They
will also take receipt of the submission and process examination paperwork in exactly the same way as for
other PhD examinations. The examination arrangements are proposed by the academic advisor using the
RES 4 (Publication) and are forwarded to the URC sub-committee for approval. The arrangements for the
examination itself are made by the internal examiner in the usual way and the GS notified.
Although not subject to the same processes as the standard PhD by research (e.g., not part of the annual
progress review; no Confirmation of Programme stage required and so on) SMB's may wish to introduce
local systems to monitor progress and completion.
Staff gaining their PhD through this route can be included as a successful completion in any RAE, although
they do not feature in the HESA returns as they are not enrolled students.
Intentionally Blank
Section 3. Appointment and Payment of External Supervisors
Although it is University policy to appoint the supervisory team from current internal members of the
academic staff, there are occasions where, because specific expertise is required, an external supervisor
may be appointed.
There are six occasions where appointment letters need to be sent to external supervisors:
1. On initial appointment at the start of the student's programme (Research Proposal)
2. If, at the Confirmation of Research Programme stage, the supervisory team has changed to include
or remove an external
3. When a change of supervision is approved at other points in the registration, that includes or
removes an external
4. When a student who already has an external supervisor changes mode of study
5. When a member of staff leaves the University but continues to act as the student's supervisor
6. when a student takes a suspension of registration - the payment of the supervisors fee should also
be suspended (and a letter sent to that effect) and a new letter issued with the re-commencement
date.
At each of the above points, an appointment letter needs to be issued that details the duty (e.g., second
supervisor/part-time student) and the annual fee. All letters must be copied to Payrolls. Finance will not pay
any claims unless a copy appointment letter has been received. Sample letters are attached for guidance
(see figures 3:01 and 3:02)
All external supervisors are paid on an annual basis, up to the point of submission of the thesis, withdrawal
of the student or withdrawal from the supervisory team.
It is good practice to keep a list of all supervisors (one for internal, one for external) and the names of the
students they are supervising. This list should be updated each time a Research Proposal, Confirmation of
Research Programme, Change in supervision, withdrawal or a completion is received and also when a
member of staff leaves the institution.
You will need to instigate a system to monitor external appointments and ensure that they receive their
annual fee. This can be electronic or paper-based. One suggested method is to establish a folder, divided
into the twelve months of the year. A sheet in each section is used to record details of external supervisors
(see figure 3:03) where you can record dates of the appointment letter and keep a cumulative record
regarding fees.
The following notes give suggested guidance on the initial appointment and subsequent annual payment of
external supervisors.
Appointment
When a Research Proposal is approved, one of the processes following the SMB is to check for any external
supervisors. If there is an external supervisor on the team:
 Note name of supervisor on supervisors list
 Note name of student they are supervising
 Send an appointment letter (fig 3:01) – copy this to Payrolls and keep a copy on the student’s file
 Add the supervisors details in the appropriate monthly section of the monitoring folder (i.e. the month
of the student’s start date). This should include the contact address, whether they are Director of
Studies (DoS) or Second Supervisor (ss), whether they are supervising a FT or PT student and the
with effect from date (w.e.f.). Add the date that the appointment letter was sent out.
When a Confirmation of Research Programme or Change in Supervision form is approved – check if the
changes involve an external.
If the external is stepping down:
- remove the details from the list of external supervisors and delete entry in monitoring folder.
- send a claim form and confirmatory letter, to cover period to point of withdrawal from the team.
If there is a new external:
- add details to supervisors list
- add entry in monitoring folder under the month that the change took place from.
- send an appointment letter, copy to Payrolls and keep a copy for the student file.
When a member of staff leaves - check whether they are going to continue as supervisor.
If they are not continuing:
- delete details from supervisors lists.
- make arrangements for changes to supervision form to be completed.
If they are continuing to supervise:
- send appointment letter for each student they are supervising, copy to Payrolls and keep a copy for the
student file.
- enter details in the monitoring file in the appropriate month (i.e., the month after they left). They have
effectively now become an external supervisor and will need to be paid as such.
Payment
Each month, claim forms need to be sent out to all externals whose appointment date falls within that month.
As students are currently allowed to start at any point during the calendar year (other than June, July and
August), supervisors who are external to the institution will also have corresponding start dates throughout
the year. If following the suggested procedure set out above for appointment of supervisors, the annual
payment is a simple process. A diary reminder at the start of each month triggers the process. At that point,
simply go to that months sheets and check if there are any external supervisors listed. If there are, Issue a
claim form A sample covering letter is attached (see figures 3:04 and 3:05) along with the tick list used in the
GS (see figure 3:06) for information.
Before sending the claim form details should be completed as follows:
- The supervisor's name
- Current mileage rate
- Name of student to whom the claim form refers (write this next to the appropriate type of supervision, e.g.,
second supervisor - part-time students)
- National Insurance Number (if already on the books)
- The month to which the claim form relates (note this on the top of the form so that when it is returned you
know which section of the monitoring to look in to complete the details)
- The address you want the form returned to
- Note the date sent out in your monitoring system
When the form is returned from the external:
- Check that the form has been completed correctly - especially the NI number, Date of Birth and
Authorisation. Finance will not process the form without this information. If any details are missing, you
will need to return the form to the external (if a signature is missing) or contact them by phone or e-mail to
ask them for the detail.
- Go to the appropriate month in the monitoring folder (as noted on the top of the claim form) and note the
NI number on the monitoring sheet if it is not already there.
- Pass form to appropriate person for signing and enter date forwarded to Dean/RI Director. . (N.B. in the
GS, we used to photocopy the form before forwarding it for signature as we were dealing with a number
of different Deans on different campuses. If you work closely with the Dean/RI Director, it may not be
necessary to do this.
When the signed form is returned from the budget holder:
- Check it has been signed and dated and a cost centre written on the form
- Sign the form as checked
- Photocopy the form
- Go to the appropriate month in the monitoring file (as noted on the top of the claim form) and write on
sheet the date sent to Finance.
-
Write date sent to Finance on top of the photocopy
Send original form to Finance (Payrolls Office) and keep copy of claim form. The GS have found it helpful
to keep a separate file of copy claim forms, rather than put these on the student file. Please note Finance will not accept photocopies.
N.B.
1. The GS holds the master of the claim form and can send electronic copy on request. Research
Administrators may then keep this form electronically, or in hard copy and the GS will notify if the form is
updated at any point. Remember to insert the return address in the top right hand corner of the
form before sending.
2. We have found it useful to copy the claim form onto the back of the covering letter. In this way, the
supervisor and student details are available when the form is returned, just in case it has been completed
incorrectly. As a bonus, it also saves paper.
3. The suspension of registration and change in mode of study forms will affect the payment of supervisors,
so particular attention must be paid to these changes in registration so that payment to external
supervisors can be amended as appropriate.
4. You also need to send a claim form when a student either completes or withdraws to cover any
supervision between the last annual payment and the point of completion or withdrawal.
Intentionally Blank
FIGURE 3:01
[Date]
Dear
External Supervisor - (student name)
I have pleasure in writing to formally offer you the appointment of External Supervisor for the above student
who has now registered on a programme of research.
The appointment will be as [ Director of Studies/Second Supervisor ] with effect from [ Date
research programme will be conducted on a [ full-time/part-time] basis.
] and the
The fee currently stands at £[
] per annum and you will be sent a claim form automatically at the end of
each year. Please note that payment will be made by Credit Transfer via the University Payroll system.
I should be pleased if you would acknowledge your willingness to accept this appointment on the above
terms and in accordance with the current Research Degree regulations, a copy of which is enclosed. If you
have any queries please do not hesitate to contact me.
Yours sincerely
Enc:
Research Degree Regulations
cc:
Payrolls Office, Finance
FIGURE 3:02
[Date]
Dear
Re: External Supervisor - [Name of Student]
A change in mode of study from full-time to part-time has been approved for the above student. with
effect from [ date ].
I am, therefore, writing to offer you a new appointment as [ Director of Studies/Second Supervisor]
under the new arrangements. The current fee for supervision of a part-time student is £[
] per
annum.
I trust this new arrangement is acceptable and enclose a claim form for your fees and expenses
incurred from [month of original appointment] to [month of change in mode of study. (if applicable)].
If you have any queries with regard to this matter please do not hesitate to contact me.
Yours sincerely
Enc - Expense Claim Form
cc: Payrolls Office, Finance
FIGURE 3:03
External Supervisors for students registered with effect from _____________________ (Month)
KEY:
DOS = Director of Studies, SS = Second Supervisor, LA = Letter of Appointment, CF = Claim Form
Ft = Full-time student, Pt = Part-time student, NI = National Insurance, w.e.f. = with effect from, * = delete as
applicable
Name and Address
DOS/SS
Mode
w.e.f.
DOS*
SS*
Ft*
Pt*
NI Number:
w.e.f.:
DOS*
SS*
Ft*
Pt*
NI Number:
w.e.f.:
DOS*
SS*
Ft*
Pt*
NI Number:
w.e.f.:
DOS*
SS*
Ft*
Pt*
NI Number:
w.e.f.:
DOS*
SS*
Ft*
Pt*
NI Number:
w.e.f.:
DOS*
SS*
Ft*
Pt*
NI Number:
w.e.f.:
DOS*
SS*
Ft*
Pt*
NI Number:
w.e.f.:
Name of Student
LA sent
CF sent
To Dean/RI
Director:
Date
To Finance:
Date
FIGURE 3:04
[Date]
«Name»
«Address»
Dear «Title»
External Supervisor – «Student»
I have pleasure in sending you an expenses claim form to cover supervision of the above student for the
previous twelve months.
I should be grateful if you would complete [ the enclosed form/the form on the reverse of this letter] and
return it to me at your convenience so that I can arrange for payment to be made. Please be sure to
complete the form fully, checking that
-
your home address
your date of birth
your national insurance number
your bank details (please double check the account number) and signature
your dates of visits (if claiming additional travel expenses)
are all correct, as our Finance Department cannot process your claim without this information.
If you have any queries, please do not hesitate to contact me.
Thank you.
Yours sincerely,
Expense Claim Form on reverse
FIGURE 3:05
(Printed in Landscape on reverse of fig 3:04)
THE UNIVERSITY OF WOLVERHAMPTON
CLAIM FOR FEES AND EXPENSES (EXTERNAL)
PLEASE COMPLETE AND RETURN TO:
RES 19
May 2004
(insert appropriate return address here)
SECTION 1 - BLOCK CAPITALS PLEASE
Name
Home Address
National Insurance No.
Date of Birth (for payroll purposes only)
Date(s) of Visit(s)
SECTION 2 - FEES
£
Examiner – MPhil
Examiner – PhD
Examiner – MPhil resubmission (without viva)
Examiner – PhD resubmission (without viva)
Examiner – Doctor in Counselling Psychology
Examiner – Higher Doctorate
Director of Studies - Full-time Students
Director of Studies - Part-time Students
Second Supervisor - Full-time Students
Second Supervisor - Part-time Students
External Member – Professorship Conferment Panel
P
£100
£120
£50
£60
£120
£125
£180 p.a.
£150 p.a.
£160 p.a.
£130 p.a.
£100 p.a.
Other:
External Reviewer RAE
Total Fees
SECTION 3 - EXPENSES
£
P
Travel - 1st Class Return Rail Fare
- Car Mileage =
Miles @
per
mile
Expenses (please itemise and attach receipts if possible)
- Accommodation
- Meals
Other Expenses, e.g. Postage, etc
Total Expenses
Receipts must be attached; failure to do so will result in the expense being
taxed
SECTION 4 - SUMMARY OF CLAIM
£
P
Total Fees
Total Expenses
Total Claim
SECTION 5 - AUTHORISATION
I certify that the above expenses were actually and necessarily incurred. Please
arrange for payment to be credited to my bank account.
Name of Bank
Branch
Bank Sorting
Code
Account Number
Signature
Date
(PLEASE NOTE: ALL PAYMENTS WILL BE MADE BY CREDIT TRANSFER)
Signe
Date
d
(Dean of School/Head of Department/Unit)
Checked
(Graduate School Office)
Cost
Code
Date
FINANCE USE ONLY
PAYROLL REFERENCE
Checked to
Appt Ltr
Date
Input
Cost
Ctr
Marked to
Records
Input
By
Extns &
Adds Correct
Checked
By
Chief
Official
Batch
No.
Exp
Code
Proj
Code
Add
Anal
TOTAL
Amount
Payment of external Supervisors - (MONTH)
FIGURE 3:06
At the start of the month:
1. Chase any outstanding forms from previous month (sent to Schools for signing)
2. Look in the Supervisors monitoring book to see if there are any external supervisors due to receive their
annual fee. If there are, work through the following tick list:
NAME of external Supervisor 
ACTION 
Produce standard letter/claim form
Write in folder date sent to external
Receive back claim form and check
completed fully
Return form if any missing details and write
in folder (enter N/A if all o.k.)
Copy claim form
Send original form to appropriate School for
authorisation
Write date sent to School on copy form and
file in folder
Write date sent to School in folder
Receive back claim form from School and
check completed fully,
Return form to School if not signed or check
by e-mail/telephone if cost centre missing
Check completed form against original
appointment letter*
Raise New letter if details have changed*
File copy of any new appointment letter on
student file
Copy signed claim form
Send original claim form and any new letter
to Finance
Write in folder date sent to Finance
File copy claim form
* New appointment letters need to be raised if any of the details from the original letter
change, i.e., student goes from Full-time to Part-time or the fees have changed since
appointment.
Intentionally Blank
Section 4: Confirmation of Programme stage
Summary
SMB sends reminder to student and supervisors 1.
Student submits confirmation of programme form to SMB 2.
SMB secretary completes local management systems to say received 2.
SMB assign Independent assessor 3.
SMB consider independent assessor’s report and Confirmation of Programme
SMB notify student and supervisor of decision - retain copy for student file 4.
SMB update local management systems 5.
SMB forward approved minutes recording decisions to GS 5.
GS update Student’s SITS record 6.
4.
Responsibility
GS
SMB STU
/
DOS









Under the 2005 regulations there are only two registration categories. 99% of students will be registered for
MPhil. The other 1% may exceptionally be registered for PhD with advanced standing, as long as they meet
strict criteria as outlined in the regulations and Code of Practice. The Confirmation of Registration relates to
the 99% of students registered for MPhil and is the process of assessing the student's work to determine
level of registration, i.e., the programme is confirmed as either MPhil or as PhD.
The following information supports the summary of tasks outlined above:
1. Students registered for MPhil must have their programme confirmed no later than 12 months after
initial registration for FT students or 24 months for PT students. The secretary to the SMB should
keep records of students showing who has completed this stage and who has yet to have their
programme confirmed. The SMB secretary carefully monitors this and sends a reminder to the
student and supervisor 6 months before the end of the appropriate period to remind them that the
Confirmation of Programme needs to be completed, if they have not already done so. Further
reminders should be sent at pre-determined intervals until the Confirmation of Programme is
complete.
2. When the student/supervisor submit the Confirmation of Programme form, the SMB Secretary
should write on the form the date received and mark this on the student lists (local management
systems) to say received
3. The SMB assign a suitable independent assessor. Each SMB will want to determine how they
operate locally at this stage. Some may want the full SMB to consider the initial form and allocate
the assessor for the next stage. Some may wish to allocate independent assessors prior to the SMB
via an agreed process. SMB secretaries will need to agree with the Chair of the SMB what
procedure should be followed within their own particular Institute, Centre or School. Further details
can be inserted into this Handbook for future reference.
4. When the process is complete, the Confirmation of Programme form containing any Independent
assessors comments should be put on the agenda and discussed at the next SMB. The SMB
determine whether the programme remains at MPhil or is confirmed at PhD. A formal record of the
decision should be made in the minutes of the meeting, using the template for recording decisions
sent out by the GS. The secretary to the SMB formally notifies the student and supervisor of the
decision. A copy of the notification should be placed on the student file, along with the original
Confirmation of Programme form.
5. The SMB secretary updates local management systems (e.g., student summary sheet, any
alphabetical or other lists, supervisors sheet, etc.) to indicate the students confirmed registration at
either MPhil or PhD, and the date of approval. If registration has moved from MPhil to PhD, this will
have an impact on the length of the maximum registration, which should also be being monitored.
This will therefore need to be adjusted dependent on the outcome of the Confirmation stage. (See
guidelines on monitoring of student progress and changes to student programme)
6. A copy of the minutes of the SMB are sent to the GS following the meeting to enable them to update
central records.
7. GS update central records using SMB minutes. Details are recorded on alphabetical lists, student
summary sheets and a formal transfer of programme is entered onto the SITS record.
Section 5: Examination arrangements, thesis and award
Responsibility
Summary
GS
SMB updates local management systems



3
4
URC considers documentation and management systems are updated 5
STU/
DOS

Supervisors complete request for approval of examination arrangements and attach
CVs for external examiners 1
SMB considers request and recommendation to approve recorded in minutes 2
SMB send documentation to GS (Proposal form + abbreviated C.V.'s)
SMB


Student submits thesis to GS 6
GS completes receipt form and notifies SMB administrator and DOS that thesis has
been received 7
GS sends thesis and relevant documentation to approved examining team 8



Internal examiner makes arrangements for the examination 9
GS formally communicate the examination arrangements to student, examining team
and chair 10
GS receive independent examiners' reports 11
Post viva, examiners agree recommendation and Chair ensures paperwork
completed and forwarded to GS 12
GS formally notify student of examiners’ recommendation. 13
Student undertakes any modifications required by examiners.




14
15
Examiners check revisions
GS receives and processes external examiner claim forms. Forms signed off by
SMB Chairs 16
Student submits formally bound thesis to GS along with completed declaration form



17
URC considers documentation and confers award. 18
GS sends letter to student notifying her/him of conferral, and including instructions
regarding congregation and completes the final processes (including notifying SMB)


19
SMB updates local management systems

19*
Graduation Office issue certificate to student
19*
The following information supports the summary of tasks outlined above.
1. The supervisory team complete a “Nomination of Research Degree Examiners” form and attach an
abbreviated CV of the external examiner(s). To avoid unfair delays for the student and to ensure the
integrity of the examining process, the examination arrangements must be approved by URC before
the student submits the thesis. Good practice indicates that the form should go to SMB for
consideration between 3-6 months before anticipated submission date.
2. The form is submitted to the SMB for consideration and the recommendation minuted. The summary
CV on the form itself must be sufficiently complete and detailed to provide both the SMB and the
URC with sufficient information to approve the suitability of the examiners. The SMB must have
access to the full C.V., although it is not necessary to provide copies for all members.
3. When the form is approved, it is sent, along with the external's CV, to the GS for consideration at the
URC s/c. The SMB may wish to retain a copy for their own files but the paperwork held by the GS
will be the definitive version for any future queries.
4. SMB secretary updates local management systems e.g. notes details on student summary sheet,
any examinations lists, any monitoring system etc.
5. URC considers form and if approved:
- informs student, DoS and SMB Chair/Administrator
- appoints independent chair of viva
- appoints external examiner(s), copy letter to Finance and internal examiner
- file copy of CV
- update management system and SITS
- retain documentation as part of student file
If the form is not approved:
- inform student, DoS and SMB Chair/Administrator of the reasons why.
- file memo and form on student file.
6. Student submits thesis to the GS, with partially completed “Submission and Receipt of Research
Degree Thesis form.
7. GS completes receipt form and copies it to the DoS, Chair of SMB and Administrator. The thesis
receipt form monitors the word count and ensures the thesis complies with the regulations. If there
are any discrepancies, the GS will liaise with the student, supervisors and examiners as necessary.
8. GS send thesis and relevant paperwork to the approved examining team. This includes independent
preliminary report forms which must be returned before the viva.
9. It is the responsibility of the internal examiner’s to arrange the viva with the examining team,
independent chair and the student (date, time and venue) In practice, SMB/School administrators
may be asked to make these arrangements on behalf of the internal examiner. When a date, time
and venue have been arranged, internal examiner (or administrator) informs the GS.
10. GS send out the formal letters to the examining team, independent chair and student notifying them
of the arrangements for the Viva.
11. GS receive independent preliminary examiner’s reports. These should be received ten days before
the viva. Copies of the reports, along with other relevant documentation are forwarded one week
before the viva to the independent Chair. Without preliminary reports, the examination cannot
proceed. If reports indicate viva should not proceed, GS inform student, examining team, Chair of
SMB and Administrator. This constitutes a “failed” first examination, therefore a further submission
will be treated as a re-submission. The student will have 12 months to resubmit thesis. Two months
before student needs to resubmit, GS will send a reminder to student’s DoS.
12. Following the examination, the Chair ensures all paperwork is completed and returned to GS. This
should be done immediately following the viva - if possible on the same day, although when the viva
has taken place on a different campus this is not always possible.
13. GS formally notify student of the examiners’ recommendations. The full list of recommendations is as
stated in the formal research degree regulations and on the examiner's joint report form.
14. If there are any modifications to be made, the student carries these out and submits the thesis to the
GS. The GS liaise with the appropriate examiners as indicated on the joint report form.
15. Examiners check revisions and return the thesis, along with the signed RES 14 (Declaration) form.
GS liaise with the student.
16. External examiner’s claim form is received by GS. This is sent to the appropriate budget holder
(usually SMB Chair) for signing off. When approved, GS complete process and send it to Finance.
17. Student submits formally bound and signed thesis and signed declaration form to GS.
18. GS prepare paperwork and submit to URC for conferment. URC considers documentation and
assures itself that regulations have been adhered to and the quality of the award has not been
compromised in any way. If everything is in order, the award is conferred.
19. Following Conferment, the GS:
- writes to student confirming award (Dean of Research and Graduate Studies)
- send out Exit Questionnaire and details of congregation to student
- inform SMB and supervisors of conferment*
- order certificate
- notify student that their certificate will be available from the Graduation Office
- notify British Library
- send thesis to Learning Centre
- update management system and SITS
- close file
* at this stage, the SMB administrator takes appropriate steps to update local management
systems and close student file. The list of tasks that the GS does to close out successful
completions is attached for information and may be adapted for local use if appropriate (see
figure 5:01)
Intentionally Blank
FIGURE 5:01
CERTIFICATES RECEIVED
NAME
1. Check cert is correct, check for
outstanding debts, contact
Graduation Office
2. Cross out external supervisors
and note successful supervision
on list
3. Send claim form to external
supervisors
4. Cross out internal supervisors
and note successful supervision
on list
5. Cross out external examiners
6. Cross off lists in lever arch file
7. Cross off School List
8. Note on sheet in lever arch file
and refile
9. Write in completed School by
School book/higher degree
conferment book
10. Take 3 copies of abstract, 3
copies of title page and 2 copies
of contents and circulate as
follows:
a) 1 copy of title
page/abstract/contents to British
Library (PhD only)
b) 1 copy of title page/abstract for
ASLIB to British Library (MPhil
only)
c) 1 copy of title page/abstract to
lever arch file
d) 1 copy of title
page/abstract/contents to student
file
11. Letter to student (GS27)
12. NB: Check confidentiality
and note in diary
13. Send bound copy to Learning
Centre and to any collab est.
14. Refile student folder
15. Remove email address from I
drive and majordomo
Intentionally Blank
Section 6: Annual Progress Review
Summary
See also schedule below
Responsibility
GS prepare templates for annual progress review and for return of decisions on
individual students
GS initiate annual process and documentation issued to SMBs

GS




SMB undertake review of progress, make recommendations to URC, and take any
appropriate actions
SMB formally notifies student of their status


SMB retains annual progress review documentation and correspondence on student
file
SMB forwards completed returns to GS (using template issued at start of process)
GS enters end of year status codes for all students onto SITS and runs automation
process
STU/
DOS

SMBs adapt annual review template to fit with local system of annual progress
review and initiate process
Students/supervisors complete documentation and submit to SMB by published
deadline
SMB initiate Independent assessment of progress
URC ratify progression at Award Board
SMB



The following information supports the summary of tasks outlined above.
GS prepare templates for annual progress review and for return of decisions on individual students
Early March
URC s/c to ratify process and documentation
Mid March
GS send announcement to RI/RC Administrators asking them to initiate the annual progress review and
giving an indicative timetable for returns and templates. A full list of students will be issued at that point and
returns should be made using these lists.
End March
GS provide Finance with a list of research students. Finance to check for students with debts.
SMBs alter template to correspond to chosen method of Annual Monitoring
By early April
Administrators send details of the annual review process to their students and supervisors.
Students and supervisors complete documentation and submit to the SMB by the deadline set by the SMB
By end April
Finance identify any students with debts for the previous year and GS pass this to relevant SMBs for
incorporation into interview with student.
April/May/June
SMB conducts agreed annual progress review through interviews, telephone calls, presentations, poster
competitions etc and nominates Independent assessors to complete the review, identify any weaknesses
and suggest appropriate actions .
By end of June
SMBs discuss progress and ratify progression codes (i.e., proceed, proceed but placed "at risk", withdraw)
taking into account finance information. SMB should consider any requests for eligible year 4 students to
have fees ‘waived’, initiate ‘at risk’ procedure for any students who have not made satisfactory progress and
recommend withdrawal for students who are not proceeding. Secretary to complete returns form and send
electronic and hard copy to the GS by specified deadline. Completed withdrawal forms should be attached
for any student who is being withdrawn.
Early July
SMB formally notifies student of their status and retains copy for the student file. Confirmation/ratification by
URC s/c
By mid-July
Once decisions are approved GS enter progression codes onto SITS for all students and run the automation
process, closing out the current record and creating a record for the new academic year.
July/August
Supervisors meet with individual students to set objectives for next year
Early August
Fee information entered onto SITS by GS
September/October
SMBs ratify individual action plans for the next academic year
SMB Administrators may wish to inset details here of local arrangements for Annual Progress
Review
Section 7: Changes to student programme:
(Change of supervisors, Change in mode of study, Suspension)
See Also section on SMB minutes
Responsibility
Summary
GS
Student/Supervisor submits application for changes to programme



4
GS update SITS record and GS management systems 5
STU/
DOS

1
SMB considers requests and make decisions as appropriate. Minutes recording the
decisions are forwarded to the GS 2
SMB notify student and supervisor of decision. 3
SMB updates local management systems
SMB

The following information supports the summary of tasks above
1. The student/Director of Studies completes the appropriate form to confirm/change student’s programme:
-
confirmation of proposal (see section 4 on Confirmation of Proposals)
change of supervisors
change in mode of study
suspension
transfer from MPhil to PhD (students on 2003 regulations only)
withdrawals
2. The SMB secretary checks for completeness and puts on agenda for consideration by the SMB. The SMB
consider the applications put forward and make decisions within the permitted regulations. A record of all
forms considered and the decision taken is recorded in the SMB minutes, which are then forwarded to the
GS. The template for recording information is included under the section on SMB Minutes (figure 9:01)
The information required for each category is as follows:
change of supervisors
 Names of supervisors deleted (if applicable)
 Names of newly approved supervisors and status (DoS or second supervisor)
confirmation of registration (for all students starting from July 2005)
 Mode of Study
 Project title if different to Research Proposal
 Any changes in Supervisory team
change in mode of study
 Start date of approved new mode of study
 New maximum registration date*
suspension
 Start and end date of suspension
 Reason for suspension
 New maximum registration date*
transfer from MPhil to PhD
 Date of transfer
 Name of Independent Assessor
 New maximum registration date*
withdrawals
 Date of withdrawal
 Reason for withdrawal
3. SMB notify student/Director of studies of the decision. Original forms and copies of any correspondence
should be retained on the student file.
4. SMB updates their management systems (see figure 7:01)
5. GS updates their management systems and SITS from the SMB minutes. List of actions included in section
on SMB minutes (see figure 9:02)
*To calculate maximum registration following a change from FT to PT mode of study
Calculate as a fraction: Time in months remaining in f/t mode = p/t mode allowance
f/t mode allowance
For Example:
A f/t student who started before 31.12.03, and has already transferred to PhD (via MPhil) has finished a 3 year
bursary and now needs to transfer to p/t has used up 36 months of the f/t allowance. The p/t allowance is 72
months.
Calculate the fraction 24/60 x 72 = 28.8 months remaining (make up to nearest full month i.e. 29 months) at p/t.
A similar student who started after 1.1.04 who have the maximum registration recalculated as follows:
12/48 x 96 = 24 months remaining at p/t.
FIGURE 7:01
Updating Local Management Systems
The following are suggested actions for SMB administrators following approval of any changes to registration
details. It is not an exhaustive list but has been included to act as a reminder of possible actions that may be
required to update local management systems:
Suspension
 Note start and finish dates on student file and summary sheet (if kept)
 Note date of return in any monitoring file to check if returned
 Inform any external supervisors
 Note against any external supervisor details to adjust payment
 Check and adjust any bursary payments
 Note change to maximum registration on student file and summary sheet
 Note new maximum registration in monitoring file and adjust reminder date
Supervision
 Note changes to supervisory team on student file and summary sheet
 Note changes on lists of supervisors
 Appoint any new external supervisors
 Confirm withdrawal and send claim form to any external supervisors who are stepping down
Mode of Study
 Note change in mode of study on student file and summary sheet
 Calculate and note new maximum registration on student file and summary sheet
 Note new maximum registration in monitoring file and adjust reminder date
 New appointment letter for any external supervisors adjusting fee
Confirmation of Registration (Transfer)
 Note confirmation/transfer on student file and summary sheet
 Calculate and note new maximum registration on student file and summary sheet
 Note new maximum registration in monitoring file and adjust reminder date
Intentionally Blank
Section 8: Student withdrawals
Summary
Student is identified as ‘at risk’ because of unsatisfactory progress OR student
indicates that s/he intends to withdraw. 1.
SMB implements ‘at risk’ procedure for those making unsatisfactory progress (see
Code of Practice). For both "at risk" and student-led withdrawals, discussions are
initiated with students/supervisors to determine the cause of the problem and the
possibility of rescue. 2.
SMB confirm withdrawal and minutes recording decision forwarded to GS 6.
SMB notifies student in writing of the withdrawal. Original form and a copy of
correspondence retained on student file. 7.
SMB updates local management systems and student files closed. 8.
GS update SITS record, close files and update GS information management systems
Responsibility
GS
SMB STU
/
DOS







9.
GS arranges credit of any fees paid beyond date of withdrawal 9.

Withdrawals can come about in one of two ways. The following information supports the summary of tasks
above:
The student themselves decide to withdraw from their programme
1. The student indicates that they wish to withdraw
2. The student should discuss their decision with their supervisor to determine if there is any possibility of
retrieving the situation.
3. After full discussions, the student decides to withdraw. They should give written confirmation of their
decision to their supervisor.
4. The supervisor completes the Withdrawal form and submits it, with the student's letter, to the secretary of
the SMB - go to point 5 below
The SMB determines that the student should be withdrawn.
1. The Supervisor/SMB identifies that a student has problems (not keeping appointments, not submitting
work, not working to agreed action plan, work below quality threshold, not enrolled, programme not
confirmed etc) and initiates the "at risk" procedure as outlined in the regulations and Code of Practice.
2. The "at risk" procedure is followed and options with the student discussed with a view to retrieving the
situation if at all possible.
3. If retrieval is not possible, the supervisor recommends withdrawal.
4.The supervisor completes withdrawal form and submits it to the secretary of the SMB
(for both categories)
5. The Secretary to the SMB marks receipt of form in local management systems.
6. The withdrawal form is considered by the SMB and withdrawal confirmed. A formal record of the decision
should be made in the SMB minutes using the template for recording decisions sent out by the GS(see figure
9:01) The full minutes should be sent to the Graduate School following the meeting to enable them to update
central records.
7. The Students and Supervisor are formally notified of the SMB decision and a copy of any correspondence
placed on the student's file along with the original withdrawal form.
8. SMB Secretary updates local management systems. See section below for suggested actions.***
9. GS update central records using the SMB minutes. This will include updating student lists, supervisor
lists, SITS, closing the file and arranging to credit any fees paid beyond the date of withdrawal.
***The secretary to the SMB will be maintaining local management systems which will need to be updated
after any student is withdrawn. There will be a number of areas affected. Below is a list of possible areas
which may act as a reminder (not all will apply depending on how individual management systems have
been set up)









Cross off any alphabetical student list
Complete details on any Individual student summary sheet
Delete details off any internal supervisors list
Delete details off any external supervisor lists.
Notify external supervisor that student withdrawn and send claim form to cover any supervision from last
claim up to point of withdrawal
Remove from any e-mail or other mailing lists
Remove from any other internal monitoring lists (e.g. max registration)
If applicable, tell Finance to cancel bursary
Maintain list of withdrawals and reasons for annual monitoring reports
Section 9: SMB Minutes

SMB set schedule of meetings for the year

SMB set deadline for forms to be received by the secretary generally two weeks in advance of the
meeting date.

Secretary receives all forms for approval at SMB and checks through the forms for completeness,
remembering to include the date received in the relevant box. Any incomplete forms to be sent back to
originator for completion before inclusion on the agenda, keeping a record of which forms have been
sent back in order to chase for the next scheduled meeting.

Secretary agrees agenda with Chair and forwards all paperwork to SMB members one week in advance
of the meeting (tabled papers should be the exception, papers received after the deadline should only be
taken to the meeting if urgent)

Secretary ensures forms are signed immediately after the meeting. Experience has found that it is good
practice to take all original forms to the meeting to be signed and dated by the Chair at the close of
business.

Secretary complete minutes using approved template for each form approved (see figure 9:01) - either
in the body of the minutes or as an appendix.

Secretary confirms decisions in writing to student and Director of Studies. Retain copy on student's file.

Signed original Research Proposals and Examination Arrangements forms are forwarded to GS
immediately after approval at SMB

Secretary updates local management systems - see separate sections on Admissions (Research
Proposal), Confirmation of Programme, Changes to Student Programme (Mode of study, Suspension,
Change in Supervisory team) and Withdrawals for suggested actions relating to each of these forms.

Minutes submitted electronically to the GS at the earliest possible time. These will go on the agenda of
the next URC s/c for approval.

GS updates SITS and local management systems using information contained in the minute appendix.
GS tick list included for information (see figure 9:02)
Intentionally Blank
FIGURE 9:01
Boxes can be copied and pasted or deleted, according to documentation considered at the SMB
RESPROP (Research Proposal)
Student's Name:
Award:
Mode of Study:
History (e.g. previous
submissions with dates of
SMB's,
Project Title:
Director of Studies:
Second Supervisors:
Start Date:
Maximum Registration Date:
CONF Form (Confirmation of Research Programme)
Student's Name:
Award confirmed:
Mode of Study:
Regulations (2003 or 2005)
History (e.g. previous
submissions with dates of
SMB's,
Project Title if different to
Research proposal:
Any changes in Supervisory
team
RES 3 Application to Transfer Registration from MPhil to PhD (for students under the 2003
regulations)
Student's Name:
Regulations (2003 or 2005)
History (e.g. previous
submissions with dates of
SMB's,
Name of Independent
Assessor:
Date of transfer (w.e.f.):
New Maximum Registration
Date:
NOMEX Form (Nomination of Research Degree Examiners)
Good practice dictates that minutes record the name of the candidate and the arrangements approved - i.e.,
the names of all examiners - internal and external. However, the full and original approved form should be
sent to the Graduate School for consideration by the URC s/c and the GS records will be updated from the
form, rather than from the minute as they would be for other aspects of the registration.
CST Form (Application for change to Supervisory Team)
Student's Name:
Regulations (2003 or 2005)
History (e.g. previous
submissions with dates of
SMB's,
Name of any supervisors
deleted:
Name and status (DOS/SS) of
any supervisors added:
MOS Form (Application for Change in approved Mode of Study)
Student's Name:
Regulations (2003 or 2005)
History (e.g. previous
submissions with dates of
SMB's,
Change in mode w.e.f.:
New Maximum Registration
Date:
LOA Form (Application for Period of Leave of Absence)
Student's Name:
Start date:
End date:
Regulations (2003 or 2005)
History (e.g. previous
submissions with dates of
SMB's,
New Maximum Registration
Date:
Reason for Suspension:
Withdrawal Form
Student's Name:
Regulations (2003 or 2005)
History (e.g. previous
submissions with dates of
SMB's,
Date of Withdrawal (w.e.f.):
Reason for Withdrawal:
RES 23 Costing of Non-standard Fees
Student's Name:
Details of costing, fees
due and sources of
funding
Exceptional Application for Extension of Registration
Student's Name:
Regulations (2003 or 2005)
History (e.g. previous
submissions with dates of
SMB's,
Start date:
End date:
New Maximum Registration
Date:
Intentionally Blank
Updating Student Records from SMB Minutes - GS action list
FIGURE 9:02
Each time a set of minutes is received, attach a sheet to the minutes and complete actions listed as
appropriate.
SMB Meeting (RI/RDU):
Date of Meeting:
RP = Research Proposal
CP = Confirmation of Programme
Name of Candidate
Form RP,CP or
RES 2, 3, 5, 6, 7, 8
Check full details recorded, if
not, contact SMB Secretary
Enter details onto Summary
Sheet
RP/RES 2 Enter max reg
date on Summary Sheet
CP/RES 2 Check correct title
has been entered on RDS
screen
CP/RES 2 Check correct title
has been entered onto
RI/RDU list
CP/RES 2Check supervisory
team is same as RI/RDU list
CP/RES 3 Change
registration on student list (if
applicable)
CP/RES 3, 5, 7, 8 Enter new
max reg on student Summary
Sheet
RES 6 Change supervisors
on student list
RES 6 Change supervisors
on RI/RDU list
RES 7 Change mode of
study on student list
RES 7 Change mode of
study on RI/RDU list
RES 7 Change mode of
study on SITS
RES 8 Update alphabetical
student list
RES 8 Enter LOA on SITS
and make diary entry for
return date
RES 9 Enter on w/d checklist
and follow procedure
Enter details on statistics
sheets
Sign and date this form
Completed By:
Date:
File list and set of minutes in
relevant lever-arch file


A separate checklist should already have been completed for any Research Proposal forms.
Nomination of research degree examiners form – No action taken from minutes – original form will
be forwarded to GS for URC Sub-Committee
Section 10: Bursaried Studentships
Section 10.1: Appointment of Bursaried Students
Each RI will have developed its own systems for the appointment of bursaried students and can insert
local instructions here.
Whatever local systems are in place, the expectation is that all appointed bursaried students will be
required to complete the full research proposal form, which will be approved by the SMB. SMBs can
determine whether the Research Proposal form is used as part of the selection process or whether only
the successful candidate completes the form at the end of the process.
For general guidance, the process given below is the method used by the GS when they used to
coordinate studentships (many years ago!) and therefore may be a little outdated. It is more usual now
for everything to be done electronically, but these procedures have been included for information and
are easily adapted to suit current practices.
The process used was as follows:
1.
Proposed Director of Studies (DoS) contacts the RI Administrator with a view to appointing a
research studentship (after approval of funding etc from the Chair of the SMB).
Administrator sends out a studentship proposal pack to the proposed DoS.
The pack contains the following information:




Studentship Proposal form (SPF) (see figure 10.1:01)
Research Degree Regulations
Intellectual Property & Copyright Booklet
ADV1 form (see figure 10.1:02)
The DoS is expected to return the completed proposal form along with a brief outline of the
Studentship Proposal (preferably in electronic format) and the ADV1 form, which releases the
funding for the advertisement.
2.
When the proposal is received by the Administrator, the SPF is checked for completeness. The
proposal is allocated a Studentship number, which should be unique to that studentship. GS
studentships, e.g., always started with the letters GS. RIs, RCs and Schools may want to adopt a
similar approach to ensure that the number is unique and easily identifiable. It is useful to keep a
running list of numbers allocated as you go along.
3.
Enter studentship reference number onto the "tick list for new studentships" (see figure 10.1:03) The
tick list should be referred to throughout the studentship appointment procedure as a reminder and
to log when tasks have been carried out.
4.
Open a file which should contain the following documentation:
a. An Enquiry Monitoring Form (see figure 10.1:04), or EMF, to be completed as details are
sent out
b. Copies of the Research Degree Studentship Application form (RDSA Form) (see figure
10.1:05) with the title, ref no., course period completed (as detailed on the SPF).
c.
Copies of any further details that should be sent with the application form.
d. Copies of the studentship Conditions of Appointment (see figure 10.1:06)
e. A further wallet should be placed at the back of the file to take any miscellaneous
correspondence along with a copy of the advert pro-forma and the original copy of the
further details, which may be required for further photocopying.
Note: It is more usual now to indicate that forms and further details are available electronically and
give directions to the appropriate web page, although requests for hard copy are still received.
5.
From the details provided in the studentship proposal form, prepare the draft advert. A sample of a
draft advert is included (see figure 10.1:07)This should then be sent to the proposed Director of
Studies (or designated person) for checking and once approved should then be forwarded to the
Personnel Department with the appropriately completed and signed ADV1 form (see attached) for
the advert to be placed in the relevant journal. The checking of the draft can be carried out by
electronic means.
The draft advert must contain details of where and when the advert should be placed. Note the
closing date on top of the monitoring form (EMF) and in diary. Tick the relevant boxes on tick list.
6.
When all details are finalised, prepare a mail merge covering letter on computer using template
named “covlet” (see figure 10.1:08)
7.
Within 24 hours of a request being made for an application form and details, write the name and
address on the EMF and make a note of the date when the application form is sent out. Send
applicant a covering letter along with an RDSA form, further details of the studentship and the
studentship Conditions of Appointment. It is acceptable to send theses details electronically if
required.
8.
As the applicant forms are returned to the Administrator, make a note of the date received by the
candidate’s name on the EMF and file the application in wallet. Hold all the forms in folder until the
closing date.
9.
Within 24 hours of the closing date, send all applications along with RDSA-A Form (see figure
10.1:09) to the proposed Director of Studies or designated person for short-listing to take place.
Make a note in your diary to chase paperwork in two weeks if not returned. Tick relevant on tick list.
10.
When DoS has short-listed the candidates, all the paperwork is then sent back to the Administrator.
The details of the short-list including names of referees, interview times and dates are then entered
onto the reverse of the EMF in the appropriate section. Note the following dates in the diary:
a) Actual day of interview
b) 5 days prior to interview date to send out interview pack to chair of interview panel
Tick relevant box on tick list
File the completed form RDSA-A. This may be useful when marrying up references received for
candidates that do not indicate which studentship they relate to, especially when there is a number
of studentships in progress at one time.
11.
Administrator advises short-listed applicants of the date, time and venue of interview using template
named “inlet” (see figure 10.1:10), and request references using template named “reflet” (see figure
10.1:11). These letters should be sent out as soon as possible, but no later than two days after
receiving the short-list details from the DoS. Tick relevant box on tick list.
As the references are received, this is noted on EMF and the reference is then paper-clipped to the
relevant application form.
As candidates telephone to confirm the attendance to interview, this is also noted on EMF.
12.
At least 5 working days before the interviews, transfer interview details from the EMF to form RDSAB (see figure 10.1.12) and send to person appointed as Chair of the interview panel in an envelope
marked “Confidential Papers REF (allocated ref-number). The name of the Chairperson can be
found on the RDSA-A form returned from the DoS with the short-list.
The following paperwork should be sent with the RDSA-B form.
For all panel members
a) One folder per panel member containing a copy of the application for each short-listed
candidate;
For Chairperson only (b-f)
b) A copy of any references received for each candidate;
c) A copy of the post details;
d) A copy of the guide to selection (see figure 10.1:13);
e) Sufficient claim forms along with one copy of the procedure for issue of claim forms for
interview expenses;
f) Studentship interview check-list to ensure the above information is included (see figure
10.1:14)
Inform all panel members electronically that paperwork has been sent to Chair, including date that it
was sent.
Note in diary 2 weeks after date of interview to chase paperwork if outstanding. Tick relevant box on
tick list.
13.
After the interviews have taken place, the DoS sends all paperwork back to Administrator. The
RDSA-B should contain details of the successful applicant. This information should be transferred to
EMF. Tick relevant box on tick list
14.
Send appointment letter using template named “applet” (see figure 10.1:15) to successful candidate,
noting date sent on EMF and make notes in diary for chasing in two weeks if not returned and date
the appointment commences. Tick relevant box on tick list.
15.
Within 2 days of receiving the signed copy of appointment letter back from student, take two copies
and send out as follows:
a)
b)
One copy to go to Director of Studies
One copy to Management Accounts along with completed Bursary Request form (BR1) (initial
bursary form) (see figure 10.1:16)
The original copy of the signed appointment letter is then filed in the studentship folder.
The BR1 should be completed as follows:
i.
Name
ii.
RI and contact in case of problems
iii.
Contract Dates – as indicated in the contract letter (see notes below)
iv.
Funding Details – as indicated on initial proposal
v.
Payment Details – this is usually completed as follows:
“£( yearly bursary amount) tax-free, paid quarterly in advance.” The cheque collection point should also be
noted; this is usually the nearest cashier’s office to the student’s location.
The BR1 should then be signed by the RI Director of delegate. Once signed, 1 copy should be taken
and placed in the studentship file. The original should be faxed through then sent in internal mail to
Management Accounts (fax no.2600).
16.
Send out rejection letters to unsuccessful interviewees using template named “rejlet” (see figure
10.1:17). Tick relevant boxes on tick list as the jobs are carried out.
17.
At this stage, the successful candidate and DoS complete a Research Proposal.
procedure for admission is then followed as for other research students - see Section 2
18.
Paperwork for any unsuccessful applicants should be destroyed in accordance with the data
protection act.
Complete the tick list.
The same
NOTES
Finance have set three start points for bursary contracts – 1st October, 1st January and 1st April. The
preferred start date is 1st October. When using January and April dates, the contract must only be for
the remainder of the academic year, i.e. up to 30th September of that year. This is to bring the
renewal of bursary contracts in line with the annual monitoring process. Likewise, at the end of the
last year, the bursary will only be for a portion of that year.
Example: Student starts bursary on 1st April 2005 for three years.
The first contract will be from 1st April 2005 to 30th September 2005 (6 months)
The bursary contracts for the following two years (subject to satisfactory Annual Progress Review) will
run from 1st October to 30th September in each case. The final portion of the bursary will run from 1 st
October 2007 to 31st Match 2008, ensuring that the student receives his/her full bursary entitlement of
three days.
It is critical that the instructions to Management Accounts for the payment of bursaries is submitted at
least three weeks before the start/renewal of the bursary contract. Late paperwork will lead to delays
in making payment to the student and could involve administrative charges.
RESEARCH STUDENTSHIP PROPOSAL - EXAMPLE ONLY
FIGURE
10.1:01
Thank you for your request for further information with regard to research studentship proposals.
In order to process the advertisement and appointment of your studentship, the following details are required. Please
return the completed paperwork to your RI Administrator.
1
2
RI:
(Cross-School collaboration is welcomed, but please indicate which school will take ultimate responsibility of the
studentship insofar as paperwork is concerned)
The Studentship
Title of the Studentship:
Which Cost Centre will the bursary be paid from?
Summary of Research Studentship
On a separate sheet, please give a brief outline (500-1000 words max) of the studentship proposal. This should
include an indication of the methodology to be used to achieve the investigation – precisely what is to be done and
how. You should also indicate your expectations/requirements of the successful candidate.
You may wish to note that the information provided will be sent to the prospective candidates with the application
form as a means of “selling” the studentship. In addition, it will also be sent to referees at the short-listing stage.
SITS RESEARCH COURSES Please  the most appropriate course from the list below










Research in Built Environment
Research in Engineering
Research in Computing and Mathematics
Research in Education
Research in Humanities
Research in Social Sciences
Research in Media & Communications
Research in Languages & Related Subjects
Research in Law
Research in Business









Research in Art & Design
Research in Performing Arts
Research in Sports & Recreation
Research in Psychology
Research in Health
Research in Nursing
Research in Biomedical Sciences
Research in Environmental & Analytical Science
Research in Biological Sciences
SITS RESEARCH SUBJECTS Please  the most closely linked subject from the list below (one subject only)





















Physiology (B9)/10/7 (RS/PH)
Pharmacology (B2)/10/11 (RS/PM)
Biomedical Science (B9)/10/11 (RS/BM)
Immunology (B9)/10/11 (RS/IMM)
Diabetes Research (B9)/10/11 (RS/DIA)
Epidemiology (B9)/10/11 (RS/EPID)
Human Biology (B1)/10/11 (RS/HB)
Nursing (B7)/5/11 (RS/NUR)
Nutrition/Dietetics (B4)/6/11 (RS/DIN)
Oncology (B9)/10/11 (RS/ONC)
Primary care (B7)/10/11 (RS/PRC)
Exercise Physiology (X2)/38/11 (RS/EXPH)
Molecular Biology (C1)/10/11 (RS/MOB)
Psychology (L7)/7/13 (RS/PS)
Agriculture (D2)/14/15 (RS/AG)
Biosciences (C1)/10/15 (RS/BL)
Computer Science (G5)/25/25 (RS/CS)
General Engineering (H1)/21/26 (RS/GEN)
Built Environment (K2)/23/33 (RS/BE)
Law (M3)/29/36 (RS/LA)
Politics (M1)/32/39 (RS/PO)




















Social Policy & Administration (L4)/32/39 (RS/SCAD)
Social Work (L5)/6/41 (RS/SO)
Sociology (L3/6/41 (RS/SO)
Business & Mngmt Studies (N1)/27/43 (RS/BSM)
Marketing (N5)/27/43(RS/MK)
Operational Research (N2)/27/43 (RS/OR)
Quality Management (N1)/27/43 (RS/EQ)
European Studies (T2)/31/48 (RS/EPS)
Latin American Studies (R6)/31/55 (RS/LAS)
Linguistics (Q1)/31/56 (RS/LN)
English Language & Literature (Q3)/32/50 (RS/EGLL)
History (V1)/32/59 (RS/HI)
Library & Information Management (-)/-/61 (RS/LIM)
Religious Studies (V8)/32/63 (RS/RL)
Art & Design (W9)/33/64 (RS/ART)
Communication Studies (P3)/30/65 RS/CU)
Drama (W4)/-/66 (RS/DR)
Music (-)/-/67 (RS/MU)
Education (X3)/34/67 (RS/ED)
Sports Science (X2)/38/69 (RS/SR
3
The Supervision Team – please note that a candidate for a research degree (whether registered at the University of
Wolverhampton or elsewhere) is ineligible to act as a member of the supervisory team for another research degree
candidate.
3.1
Director of Studies
3.2
3.3
3.4
4
Name:
Telephone Number:
School:
Email address:
No. of Current Supervisions:
MPhil:
PhD:
No. of Successfully Completed Supervisions:
MPhil:
PhD:
Second Supervisor (1)
Name:
Telephone Number:
School:
Email address:
No. of Current Supervisions:
MPhil
PhD:
No. of Successfully Completed Supervisions:
MPhil:
PhD:
Second Supervisor (2)
Name:
Telephone Number:
School:
Email address:
No. of Current Supervisions:
MPhil:
PhD:
No. of Successfully Completed Supervisions:
MPhil:
PhD:
If any of the proposed members of the supervisory team already have what is considered by their School (s) to be
the maximum acceptable number of current MPhil/PhD supervisions, a short justification of this additional proposed
supervision should be supplied here:
Advertisement Arrangements
Arrangements will be made to advertise your studentship in the newspaper/journal of your choice.
If you wish to advertise the studentship electronically (e.g via specialised mailing lists) this will need to be arranged
by yourself. Please keep your RI Administrator informed of any such arrangements as they must contain certain
information and correspond with any other advertising that may be taking place (i.e deadlines, reference numbers,
etc).
Where should the advertisement be placed?
When would you like the advert to appear?
What closing date should be given for the return of completed applications forms (normally 2-3 weeks from the
placement of the advert)?
Which cost centre should be used to pay for the studentship advert?
Please give name, telephone number and e-mail address of the person who can be contacted for informal enquiries
if different from those given for the proposed Director of Studies:
5
Additional Resource Implications – please specify full requirements, funding sources and responsibility
6
Declaration (to be completed by the proposed Director of Studies)
I confirm that the proposed investigation is feasible, has a sound academic foundation and is capable of leading to
scholarly research. I have read and will observe the Regulations for the Aware of the University’s degrees of Master
of Philosophy and Doctor of Philosophy; I have also read and will observe University policy as outlined in the paper:
“Intellectual Property and Copyright”. Any investigation involving ethical considerations will need to be forwarded to
the appropriate body within the RI for clearance before registration can be confirmed.
7
Signed:
Approval by the RI Director (or approved budget holder)
Date:
I approve the research studentship proposal as outlined above, including any resource implications (eg facilities). In
addition, I confirm that the appropriate body within the RI has discussed this research studentship proposal, and that
account has been taken of the present supervisory load of the proposed Director of Studies.
Name (in capitals):
8
Signed:
Enclosures
Included in the following documentation for your information:
Research Degree Regulations
Intellectual Property Rights Booklet
Conditions of Appointment for Research Studentships
Intentionally Blank
FIGURE 10.1:02
ADV 1
JOB NO
TITLE: Advertising Form
School requesting advert:
Name:
Tel Ext:
Cost Centre:
Is this an externally funded course:
Is this an ESF funded course:
Title of advert:
Media to appear in:
Insertion dates:
Has the space been booked?
Is the advertisement colour or mono?
When is the deadline for artwork?
Has the price been agreed?
Maximum Cost including production and VAT £ __________________________________________
(If unsure of cost, please ring for advice)
Please allow the following artwork charges which for a standard mono advertisement is around £25.00.
Please allow extra costs (approx £200) for colour films.
Date: _____________________________________
Certification of approval
I certify that I am authorised to approve payment of this advertisement.
Budget Holder’s Approval: __________________________________________________________
Budget Holder’s Name: _____________________________________________________________
Please return form with advertisement copy. If the form has not been completed, the advertisement will
not be placed.
Revised cost £ _______________________ Budget Holder’s Signature ________________________
Could you please complete and return to Julie McHale, Personnel Services Department, MM107,
Molineux Building.
Tel: 01902 321296
Fax: 01902 321322
FIGURE 10.1:03
TICK LIST FOR NEW STUDENTSHIPS
STUDENTSHIP
REFERENCE
NUMBER
1)
2)
Open Folder - include supply of application
forms, conditions of appointment and further
details
Complete initial section of EMF - note closing
date in diary
3)
Advertisement Arrangements completed
4)
Responses sent to DoS (RDSA-A) - chase
date in diary for two weeks’ time
5)
RDSA-A (shortlist) returned from DoS - note
date of interview in diary
6)
Send invitations to interviews and requests for
references
7)
Send applications and references to
DoS/Interview Panel Chair (RDSA-B)
8)
RDSA-B returned from Dos: note successful
candidate on EMF
9)
Check whether we have received references;
send out contract letter - note in diary two
weeks to chase
10)
Send confirmation memo to DoS
11)
Complete initial bursary form for RI Director /
Delegate’s signature (BR1)
12)
Once signed, copy BR1 for student file
13)
Send original BR1 to finance with copy of
signed acceptance letter
14)
Signed acceptance letter received - send out
rejection letters to unsuccessful candidates
15)
Send copies of application form, studentship
proposal form and appointment letter to GS for
enrolment purposes
Update list with successful candidate’s details
and note to monitor renewal in October
16)
17)
Destroy rejected candidates’ paperwork
RESEARCH STUDENTSHIP – ENQUIRY FORM (EMF)
STUDENTSHIP REF No:
DATE ADVERTISED:
FIGURE 10.1:04
FUNDING:
CLOSING DATE:
Application Forms Sent:
Name and Address:
Application Sent:
Application Rec’d
Shortlist
Name
Reference requested
1)
2)
1)
2)
1)
2)
1)
2)
1)
2)
1)
2)
1)
2)
1)
2)
1)
2)
1)
2)
1)
2)
1)
2)
Offer made to:
Letter sent:
Contract dates (3 years):
Offer accepted:
Finance informed:
Reference received
Interview date/Time
FIGURE 10.1:05
Ref: RDSA FORM (June 2008)
FOR OFFICE USE ONLY
Student Number:
Received by:
Fee Category:
Date:
Director of Studies:
Studentship Reference Number:
Please return to:
(ENTER RI ADDRESS HERE)
Research Degree Studentship Application Form
Please complete the form below and forward your application to the address above who will then contact you
directly. Submission of this form does not in any way obligate you or the University.
Please note also that you are not accepted onto a research degree programme at this University until a full Research Proposal
has been approved and signed by the Chair of the Student Management Board at which point you will be required to enrol and
will be liable for payment of fees.
1. PERSONAL DETAILS
Title (Mr / Mrs / Miss / Ms etc)
Family Name on 16th Birthday
Family Name
First / Given Name(s)
Main Contact Address
Home Address (if different)
Postcode
Postcode
Main Contact Telephone Number
Mobile Phone Number
Home Telephone Number (if different)
Fax Number
E-mail Address
SEX:
Male (M)
Date of Birth (e.g. 15/03/1972)
Day
Month
Year
Female (F)
DISABILITY/SPECIAL NEEDS
If you have a disability / special need and may require extra support in your study or accommodation, please
enter in the box the type of disability code (See Notes for Guidance)
Please give details of the disability(ies) and indicate clearly what help you may require:
Are you in receipt of Disabled Students’ Allowances? Yes/ No
CRIMINAL CONVICTIONS:
If you have a relevant criminal conviction, enter X in the box
See Notes for Guidance for a definition of relevant convictions.
2. FURTHER DETAILS
Nationality:
Area of Permanent Residence:
Country of Birth:
If country of birth is not UK, when did you first come
to live in the UK?
Have you lived outside the UK during the past three
years? (YES/NO)
Residential Category (please see notes
for guidance):
If YES Please
give details:
Who will be paying your tuition fees? (please give
full name and address) (If you are a member of staff at
the University, a Pathways agreement must be attached)
3. PLANNING STATISTICS (For statistical purposes only)
Please choose from the ethnic origin terms printed in the Notes for Guidance which you feel most clearly
describes your ethnic origin and write its code in the boxes.
National Identity Code
4. QUALIFICATIONS GAINED: (Degree level and above only)
Name of Qualification
(including Awarding Body)
Duration/
Date
(mm/yy –
mm/yy)
Subject(s)
Result
Level/
Credit
Rating
Mode of
Study
(Full or
part
time)
Place of Study
(College/University)
5. ENGLISH LANGUAGE QUALIFICATION:
Please complete if you are an international student and/or your native language is not English and append evidence of score
(minimum required – IELTS score of 6.5, TEOFL score of 627 (or 263 for computerised version)
TOEFL Score
IELTS Score
Other Score (Please specify)
6. ACADEMIC REFERENCES:
Please give the names, qualifications, positions and addresses of two academic references to whom an approach may be made
by the appropriate Research Institute or Approved Unit
Name of Referee 1
Name of Referee 2
Position
Position
Address
Address
Telephone Number
Telephone Number
Fax Number
Fax Number
E-mail Address
E-mail Address
7. PREVIOUS RESEARCH EXPERIENCE:
Please give details of previous research experience (if any); including any project undertaken as part of a first degree course
and/or other relevant work experience.
8. DECLARATION
I confirm that the information given on this form is true, complete and accurate and no information requested or other material information
has been omitted. I understand that the information provided will be held and processed by the University in accordance with the Data
Protection Act (the Act) and I give my express consent to the processing of my personal sensitive data as defined by the Act by the University.
I have read the Notes for Guidance and I undertake to be bound by them. I undertake to pay or cause to be paid to the University of
Wolverhampton by the due date, all fees and charges for tuition, accommodation and other services and goods supplied to me by the
University, should my application be successful.
Insert name to show acceptance of Declaration
Date
Guidelines for the Completion of the Studentship Application Form
PERSONAL DETAILS
This section asks for details about your self and your qualification. Please note that all subsequent changes to your
name and / or address MUST be communicated without delay both to the School / Unit / Institute Research
Secretary and to the Graduate School. Full personal details and details of your higher education qualifications (and,
in the case of International Students, your English Language qualifications) should be given in the appropriate
sections on the forms, including the main subjects studied hitherto, so that a reasonable assessment of your
academic suitability can be made. Equivalent qualifications gained from overseas institutions can be checked by
contacting the Higher Education Shop - Telephone. (+00 44) (0) 1902 321197; email: [email protected]. Your
proposed DoS is required to sign that s/he has verified your qualifications and that these qualifications are
appropriate for the level of study indicated
We should also like to know whether you have previously studied at the University of Wolverhampton and, if not,
how you heard of our Postgraduate Research Programmes.
DO YOU HAVE ANY CRIMINAL CONVICTIONS?
The University asks you to say on your application whether you have any criminal convictions. This is to help us
ensure a safe environment for all our students.
If you have been convicted of a criminal offence you are required to tick the Yes box in section A1 of your form.
‘Criminal offences’ here exclude (a) a motoring offence for which a fine and/or maximum of three penalty points
were imposed or (b) a spent sentence (as defined by the Rehabilitation of Offenders Act 1974), except for certain
courses – see below. If you have not been convicted of a criminal offence you must complete the No box. If you
do not tick either box, we will need to contact you to obtain this information and this will delay your application.
You should be aware that for certain courses particularly related to Teaching, Health and Social Work programmes
or courses involving work with children, any criminal conviction, including spent sentences and cautions, must be
declared. If you are in any doubt, you should contact the University and seek advice.
If you are not sure whether to tell us about a previous conviction, you should get more advice from a UK Citizens
Advice Bureau or probation service, or from NACRO (the National Association for the Care and Resettlement of
Offenders). You can also contact a solicitor, but you may have to pay for legal advice.
If your circumstances change after you have applied (for example you are then convicted of a criminal offence)
you must declare this information to the University.
Serving Prisoners
If you are currently serving a prison sentence you must show the prison address for correspondence in section 1 of
your application form, and in addition you must complete the Yes box in this section.
DISABILITY/SPECIAL NEEDS
The University is very willing to help students with disabilities. In order to allow us to provide the best available
support for you, we need to know about the nature of your disability and how it might affect your studies. The
information you provide will not affect judgements concerning your academic suitability, and will be treated
confidentially by the University.
If you have a disability and may require extra support in your study or accommodation, please enter on the form
the code that is most appropriate to you from the list below. If more than one disability applies to you, please use
code 8.
1.
2.
3.
4.
5.
6.
7.
8.
9.
0.
You have dyslexia
You are blind/partially sighted
You are deaf/hard of hearing
You are a wheelchair user/have mobility difficulties
You need personal care support
You have mental health difficulties
You have an unseen disability, e.g. diabetes, epilepsy, asthma, heart condition
You have two or more of the above disabilities/special needs
You have a disability not listed above
You do not have a disability or are not aware of any additional support requirements in study or
accommodation.
SECTION 2: TO BE COMPLETED BY THE CANDIDATE
NATIONALITY AND RESIDENTIAL CATEGORY
You are required to identify your residential category for statistical purposes and to determine funding implications.
Enter on the form one code from the table below which best describes your residential category:
A
You or your parents are British citizens or nationals of another European Union country and
a) you have lived in the European Economic Area for the past three years, apart from
temporary absences, and will continue to do so; and
b) your residence has always been for a purpose other than full-time education.
B
You do not fulfil the conditions of category A above, but
i) you have lived in the UK for the past three years, apart from temporary absences, and will
continue to do so; and
ii) your residence has always been for a purpose other than full-time education; and
iii) the length of your stay in the UK will not be limited by UK immigration control on 1st
September of the year of commencement of your programme of studies.
C
You, one of your parents or your spouse are recognised by the UK Government as a refugee or have
been granted Exceptional Leave to Enter or Remain as a result of an asylum application and have
lived in the UK since that status was granted and will continue to do so until 1st September of the
year of commencement of your programme of studies, apart from temporary absences.
D
You are a national of Iceland, Liechtenstein or Norway, resident and employed in the UK as a
migrant worker, or child or spouse thereof, ordinarily resident in the EEA and not for purpose of fulltime education.
G
You are a UK/EU national, or child of, temporarily employed outside the EEA, otherwise ordinarily
resident in the EEA.
O
Other
Please note this self-coding is provisional. The University may require additional information.
SECTION 3: TO BE COMPLETED BY THE CANDIDATE
PLANNING STATISTICS
This information is used purely for statistical purposes. State on the form the code from the following table which
best describes your ethnic origin.
Ethnic Origin Codes
White
British
Irish
Other white background
Black or Black British
Caribbean
African
Other black background
Other ethnic background
11
12
19
21
22
29
Asian or Asian British
Indian
Pakistani
Bangladeshi
Chinese
Other Asian background
Mixed
White and Black Caribbean
White and Black African
White and Asian
Other mixed background
31
32
33
34
39
41
42
43
49
80
SECTION 4&5: TO BE COMPLETED BY THE CANDIDATE
QUALIFICATIONS GAINED (INCLUDING ENGLISH LANGUAGE QUALIFICATION)
You need only enter here the highest level qualification gained, including details of the award, subject, date and
awarding body The minimum entry requirement for registration for the degree of MPhil is normally a first or upper
second class honours degree from a UK University, or a qualification which is officially regarded as equivalent to
such an honours degree; any exception to this rule must be formally justified. For exceptional entry to PhD direct,
evidence of advanced standing will need to submitted to, and approved by, the Student Management Board.
Should you require an English Language qualification, please note that the minimum requirement for entry onto
the MPhil is normally an IELTS score of 6.5, or a TEOFL score of 627 (or 263 for the computerised version), or a
pass in the Cambridge Certificate of Proficiency in English (CPE) examination; any exception to this rule must be
formally justified. If you have obtained a Masters level qualification from a UK University, this is usually considered
to be acceptable; however, each case is considered on its merits.
SECTION 6: TO BE COMPLETED BY THE CANDIDATE
ACADEMIC REFERENCES
The Research Institute or Unit to which you will be attached may well wish to take up academic references. The
persons named should be different from those proposed in the supervision team; at least one referee should be
independent of both the University and of any collaborating establishment.
FIGURE 10.1:06
UNIVERSITY OF WOLVERHAMPTON
Research Students: Conditions of Appointment
1.
Research students are postgraduate students of the University and a normal prerequisite for
appointment to a Research Studentship is an appropriate first or upper second class honours
degree;
2.
They have a full-time commitment to investigations associated with an approved research project,
to reading, to assessed work (where appropriate), to tuition via a programme of related studies
and to general research training;
3.
They are expected to register for a higher degree. In the first instance this is normally for MPhil
with the possibility of transfer to PhD (MPhil/PhD);
4.
Research Studentship contracts run for a maximum of three years. Students who remain at
MPhil or register for PhD direct will be limited to two years’ funding. Students who receive their
awards significantly before the end of their contract, ie, one quarter or more in advance, will
normally have their Studentship contract terminated from the date of conferment;
5.
The project supervision team and general arrangements for the research to be undertaken are
approved by the University Research Committee, who effects a research student’s registration for
a higher degree of the University following recommendation by the School Research Committee.
Application for such registration is required to be submitted to the Secretary of the School
Research Committee within six months of appointment;
6.
Research Students are expected to familiarise themselves with the Regulations for the Award of
the University’s Degrees of Master of Philosophy and Doctor of Philosophy. These are issued to
students upon initial enrolment;
7.
They are permitted to undertake an appropriate amount of teaching as considered suitable by the
Dean of School within which they work, and by their supervisors. Such activities should not
normally occupy more than six hours per week. For such work they are paid as part-time
lecturers;
8.
Research Students receive an annual tax-free bursary, to the value specified in the appointment
letter, paid quarterly in advance. Additional (taxable) income such as that deriving from teaching
commitments does not normally prejudice the tax-free status of the bursary;
9.
Research studentships carry the same status and benefits regardless of the source of funding
(University, Funding Body, Charity, Company, etc);
10.
Payment of tuition fees by the student is normally waived. Such fees are normally paid by the
funding source. However, should a student’s registration extend beyond the bursary contract,
they will be liable to pay fees (normally part-time);
11.
Research students are eligible for membership of the Student’s Union of the University;
12.
Research students are expected to maintain regular and frequent contact with their Director of
Studies and other supervisors. In particular, it is important that annual monitoring reports are
submitted promptly, no later than given deadlines, as the funding and facilities associated with
studentships are made available on the firm understanding that such requirements are fulfilled;
13.
Research students must enrol at the commencement of their contract. Subsequent enrolment
will take place each year via the annual monitoring process. They will receive an enrolment
receipt that will allow them to obtain a student ID card which is issued by the Learning Centre and
which acts as a library card and to obtain a Student Union card. Any research student who
undertakes teaching at the University is eligible for a staff ID card. The School gives
authorisation of this status and Personnel issue ID cards;
14.
Any queries relating to the Regulations or to the conditions attaching to bursaries or their
payment should be made to the appropriate Research Institute Administrator.
FIGURE 10.1:07
ADVERT EXAMPLE
The Statistical Cybermetrics Research Group, University of Wolverhampton
Applications are invited for the following full-time PhD Studentship in Information Science
An Exploration of Web Manifestations of University-Industry-Government Relations in the UK
(Ref: RS372)
The post is available to an Information Science or Social Science graduate, Internet Researcher or other
graduate with relevant expertise. The research is of an interdisciplinary nature and the student will need
to gain knowledge of areas outside of their discipline. This will include web page creation and selected
statistical techniques. The studentship is to run for three years (subject to terms and conditions) with a
bursary of £7,500 pa. Applicants from outside the UK are welcome.
Contact for enquiries:
Fred Bloggs
 01902 32****
 [email protected]
Applicants should possess a first or upper second-class honours degree from a UK University, or a
qualification which is regarded by the University equivalent to such an honours degree, in an appropriate
discipline and will be expected to register for a higher degree viz an MPhil/PhD.
Further details and application forms (returnable by 31st March 2004) are available from
**********************************, University of Wolverhampton, Wolverhampton, WV1 1SB. Tel 01902
32****. E-mail ****@wlv.ac.uk. Please quote the appropriate reference number.
The University is eager to attract larger numbers of applications from groups of people currently underrepresented amongst the institution’s research community – especially from women and people from
ethnic minority groups
University Logo.
*****************************************END***************************************************
Advert to be placed in the THES or Guardian asap
FIGURE 10.1:08
Our Ref: [studentship reference no]
(Covlet)
Date:
Private and Confidential
Address
Dear
Research Studentship – [ref] - RI [
]
[studentship title]
Thank you for your interest in the above post. I have pleasure in enclosing further details of the post,
along with an application form, which should be returned to the address above by [date].
It is hoped that interviews will take place within a few weeks of the closing date, but if you have not heard
from us within four weeks of that date, please assume that you will not be required for interview on this
occasion.
I look forward to receiving your completed application form.
Yours sincerely
Encs: Research Degree Studentship Application Form
Further Details
Conditions of Appointment
FIGURE 10.1:09
PROFORMA A
RDSA-A
Research Studentship Ref No: _________________________ Date:__________ ____________
Please find enclosed applications received for the above Studentship. A total of _____________
Applications have been received.
Could you please consider the applications and return ALL the applications along with this sheet to the
Research Administrator for your RI by __________________________.
The RI Administrator will issue interview letters and requests for references for all short-listed candidates.
When setting the interview date, please allow sufficient time between return of the forms and interview
dates for references to be requested and received (min two weeks).
The full set of short-listed applications and references will be retuned to the Panel Chair as indicated
below prior to the interview date.
PLEASE SUPPLY THE FOLLOWING INFORMATION
Name of short-listed candidates
Panel Chair:
Panel Members:
Interview Date*
Time*
*PLEASE SUPPLY ANY ADDITIONAL
INFORMATION TO BE INCLUDED IN
THE INTERVIEW LETTER ON THE
REVERSE OF THIS FORM.
Signed: ………………………………………………….Date:………………….
PTO
Please supply any additional information to be included in the interview letter below (ie interview
format, presentation requirements, etc)
FIGURE 10.1:10
<<date>>
(Intlet)
Private and Confidential
«name»
«address»
Dear «title»
Research Studentship – [Studentship Reference] : ”[studentship title]”
Thank you for your application in respect of the above studentship. I have pleasure in inviting you to
attend for an interview on [date of interview] at [time]. All applicants are required to report to the
University’s main reception, Wulfruna Street, Wolverhampton in the first instance (as indicated on the
enclosed map) and ask for [Interview Chair] .
There will be a brief tour of the School’s facilities along with an introduction to the project. Each
candidate is required to give a brief (10 minute approx) presentation on their research interests (eg
Honours or Masters project). A buffet lunch will be provided, followed by individual interviews which may
last for the duration of the afternoon.
An OHP will be available for the presentations; if you require use of other presentational equipment,
please contact [
] on 01902 32****, giving a few days notice.
Please bring documentary evidence of the qualifications you have listed on your application when
attending the interview. It would be helpful if you could ring me on 01902 32**** to confirm that you will
be attending.
I look forward to hearing from you.
Yours sincerely
Enc. – campus map
FIGURE 10.1:11
Our ref: [Studentship Reference No.]
(Reflet)
[date]
Private and Confidential
«name»
«address»
Dear «title»
Request for reference – Research Studentship [Ref]
«student1» has given me permission to approach you for a reference in support of his/her application for
a research studentship in the RI[
] entitled “[studentship title]”.
I would be grateful if you would say how long you have known «student2» and in what capacity.
The position requires someone who feels comfortable working within an organisation which has male and
female students and staff from diverse ethnic backgrounds. I should be grateful if you could give your
opinion of «student2»’s suitability for this position (a copy of the proposal is enclosed), indicating the
candidate’s strengths and weaknesses in relation to his/her application, and comment upon his/her ability
to work within a University environment.
I would be grateful if you could send your reference by post, e-mail (my address is @wlv.ac.uk), or fax it
to me at your earliest convenience.
May I thank you in advance for your co-operation in this matter. I look forward to hearing from you in due
course.
Yours sincerely
Enc. – Studentship Proposal
FIGURE 10.1:12
PROFORMA B
RDSA-B
Research Studentship Ref No:_________________________Date:________________________
Please find enclosed the application forms for all short-listed candidates, along with references as
indicated below:
Name
References
Received
1)
2)
1)
2)
1)
2)
1)
2)
1)
2)
1)
2)
1)
2)
1)
2)
Interview
Date
Interview
Time
Confirmed
Attendance
Actually
Attended
After interviewing, please return ALL applications, along with this sheet, to your RI Administrator. A copy
of the successful application may be retained for your files.
PLEASE SUPPLY THE FOLLOWING INFORMATION:
Name of successful candidate: __________________________________________________
Proposed starting date:
__________________________________________________
Maximum length of contract:
__________________________________________________
Any other information:
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
Signed: ___________________________________
ENCS
Date:
__________________________
Intentionally Blank
FIGURE 10.1:13
THE UNIVERSITY OF WOLVERHAMPTON
GUIDE TO SELECTION – based on Personnel’s guidelines for appointment of staff
Constitution of appointment panel
In general terms and most particularly for non-teaching appointments, the ideal selection “panel” would
consist of two people. They should be of sufficient seniority, experience and possessing enough
knowledge about the post to be able to evaluate the candidates and make an appropriate selection. Even
for the most complex appointments, panels should be limited to a maximum of 3 or 4; it is far easier to
analyse and document reasons for selection between two or three people than between five or six.
If you wish, as is often the case, to set up first and second interview, please consider very carefully the
number of colleagues you need to involve and the basis on which you have limited their involvement.
Candidates are entitled to an explanation of the selection process and all its stages and you must be
clear that the purpose and methods of each stage are consistent with one another. You are advised not
to refer to Stage 1 as “informal” if it forms part of the deselecting process. Try to avoid exposing
candidates to large numbers of people who may be in a position to influence the selectors’ decision if you
cannot explain cogently the degree and purpose of their involvement.
Administrative arrangements for selection
1.
Initial arrangements for interview will be agreed by the panel members and forwarded to the RI
Administrator.
2.
The RI Administrator will issue formal interview letters to candidates and prepare documentation as
below:
All interviewers on panels will have job descriptions and application forms of candidates prior to the
interviews.
The Chair will have documentation as above plus references where appropriate. The other
members of the panel must not have sight of references until all candidates have been interviewed.
Preparation for Interview
3.
The Chair should identify the area of questioning each member of the interviewing panel will take.
It is important that to maintain a sense of continuity and conformity, each candidate be asked a
broadly similar range of questions.
The questions should not be:
a) leading questions,
b) questions requiring only a “yes/no” response.
Questions should be relevant to the post applied for and the candidate’s background or experience.
PLEASE NOTE IT IS ILLEGAL TO ASK DISCRIMINATORY QUESTIONS REGARDING RACE,
SEX OR THE MARITAL STATUS OF A CANDIDATE, AND SUCH FACTORS SHOULD NOT
DIRECTLY OR INDIRECTLY INFLUENCE THE SELECTION PROCESS.
4
The Chair should ensure that the interview room is quite and free from interruption. As a matter of
courtesy to candidates, members of the panel should refrain from smoking during interviews.
In the Interview
5.
The Chair will introduce the panel and attempt to relax the candidate. The Chair will explain the
arrangements for the interview, i.e., to wait for the result or will be contacted later, etc. In order to
treat all candidates equitably and to minimise stress, the Chair should also ensure that the timings
on the programme are adhered to.
6.
To avoid any embarrassment, the Chair will ensure that the interviewee and the invited candidate
are the same person.
7.
The interview panel should, through questioning, obtain details of the candidate’s experience in
respect of:a.
b.
c.
d.
8.
education, qualifications and any relevant specialist training
work experience and/or specialist experience, especially in relation to the requirements of the
studentship being interviewed for.
motivation, as identified by how they have performed in the past work/school situation
how they would fit in and contribute to the existing team.
The interview panel should ensure, through the appropriate questioning, that the candidate is
eligible to accept the position should the studentship be offered to them.
This particularly applies to overseas candidates who may need permission to remain in the UK to
undertake full-time study.
9.
The Chair should keep the questioning going (a good guideline is that candidates should talk for
approximately 75% of the interview) and keep questioning to relevant issues.
10.
Interviewing is a two-way process, with the panel ensuring the candidates are given all relevant
details of the Studentship and the University.
11.
The candidate must be given information relevant to their application; i.e.
a.
b.
c.
about the studentship
about the University
terms and conditions of studentship
All candidates need to understand the following information clearly at the interview:
i)
ii)
iii)
Bursary offered
Start date
Maximum length of studentship
Candidates need to know that continuation of a studentship is dependent on receiving satisfactory
progress reports from their supervisory team.
iv)
v)
Hours of work
References
If all references have not been received at the time of the interview, appointment may be made
subject to receipt of them.
vi)
Relocation expenses
Candidates are not eligible to apply.
vii)
Interview expenses
If possible, the procedure for claiming expenses could be explained outside the interview, perhaps
by the member of staff allocated to greet interviewees. Otherwise, the subject should be covered
by the interview itself. Sufficient claim forms and the procedure for issuing claim forms will be sent
to the Chair with the application forms prior to the interview.
The above provides a “housekeeping checklist” for interviewing departments and, if adhered to, will
present a more positive impression of the University to candidates.
12.
The candidates must be given ample opportunity to ask questions, clear up any areas of doubt and
a last chance to “sell” themselves.
At the end of the Interview
13.
After the interview, the candidates should not normally be asked to wait for a decision following
interview, but should be advised that they will be contacted in the very near future. The panel
should agree upon the successful candidate and determine the appropriate starting date. The
panel should also decide upon a second choice of candidate.
IF NONE OF THE CANDIDATES MEET THE MINIMUM ESSENTIAL REQUIREMENTS FOR THE
STUDENTSHIP,
DO
NOT
APPOINT,
BUT
DISCUSS
THE
POSSIBILITY
OF
READVERTISEMENT, WITH THE DEAN OF SCHOOL.
14.
The Chair of the panel will return to the RI Administrator all copy interview files and the completed
RDSA-B.
The RI Administrator will then formally write to the successful candidate offering the studentship.
When confirmation is received, all unsuccessful candidates will be formally notified.
If the offer is not accepted the second choice candidate will be offered the studentship if he/she
meets the minimum requirements of the post.
15.
The RI Administrator will arrange with Finance for the bursary to be paid, quarterly, in advance, with
effect from the agreed starting date.
FIGURE 10.1:14
UNIVERSITY OF WOLVERHAMPTON
INTERVIEW CHECKLIST
CONFIDENTIAL MATERIAL FOR STUDENTSHIP INTERVIEWS
The following documentation is enclosed for Studentship Ref:________________________
Checked
1.
One folder per panel member containing a copy of the application for each
short-listed candidate
And, in addition, for the panel Chair:
2.
A copy of any references received for each candidate
3.
Copies of the post details and the conditions of appointment
4.
A copy of the guide to selection
5.
Form RDSA-B for completion and return to the RI Administrator with ALL
applications at the end of the interview
6.
Sufficient claim forms and procedures for the issue of claim forms for
interview expenses
FIGURE 10.1:15
Dear,
Studentship Reference:
Thank you for applying to a Research Degree Studentship at the University of Wolverhampton. This letter is
to confirm your unconditional acceptance on the following studentship on a one-year renewable contract:
Student Name:
Date of Birth:
Student Identification Number:
Course Title:
Course Type:
JACS code:
Mode of Study:
Point of Entry
Start date:
Duration:
Termination date:
Financial Award
Master of Philosophy/ Doctor of Philosophy
Full-time
2008/09
3 years (subject to satisfactory annual progress review)
Tuition Fees + £ **.** Stipend
The normal expectation is that this period of appointment will be reviewed on an annual basis, and renewal
will be conditional on continued satisfactory performance and recommendations from your supervisors. A
decision not to extend the appointment will normally be final.
Your studentship award includes the full cost of tuition/supervision, which will be retained by the University
annually for the duration of your studentship contract. You will also receive a tax free stipend of £*** which
will be paid quarterly in advance. Should you complete your degree significantly before the end of you
contract, i.e. one quarter or more in advance, your studentship contract may be terminated form the date of
conferment. You should be aware that your stipend will only be paid for a maximum of three years. If your
programme continues beyond three years you can apply to either remain full-time1 for a further year or
transfer to part-time2. Please see the notes at the foot of this letter
As a Research Student, you will be responsible to the Dean of School through your Research Supervisors.
You will be expected to have full-time commitment to the above research project, to associated tuition and
reading and to general research training. You will be required to enrol (details to follow from the Graduate
School) within one month of your start date or the offer will become null and void. Any teaching duties that
you undertake will be the subject of a contract of employment with the University. Any payment received
from this will be liable to tax and National Insurance.
You should understand that the Intellectual Property in any work produced whilst undertaking this project
will belong to the University.
In the event of unsatisfactory progress, or failure to comply with the range of commitment detailed above,
the University reserves the right to terminate the contract with one month’s notice. Any stipend paid for the
period following the date of termination by either party must be repaid.
1
By applying to remain as a full-time student, the cost of your tuition/supervision will be paid for a maximum of one further year, but
you will receive no personal stipend. You will be expected to submit your thesis and be examined within this fourth year. If you are
unable to complete within the fourth year, you will be required to continue on a full-time basis until you complete, and will have to pay
full-time tuition/supervision fees until you submit your thesis for examination. Once your application for fourth year full-time fees has
been accepted, you must remain on the full-time contract and cannot subsequently transfer to part-time and pay part-time fees.
2
By applying to transfer to part-time, you will become liable for part-time fees immediately. However, part-time fees are significantly
lower than the full-time fee and you will have a further two years in which to submit your thesis.
Finally, may I congratulate you on attaining this studentship, which I hope you will accept, and wish you a
happy and successful time with us. I should be grateful if you would sign, date and return one copy of this
letter, preferably within seven days of receipt, indicating your acceptance of the offer of a Studentship on
the above terms. Please retain the second copy for your own records.
Yours sincerely,
Chair of **** Student Management Board
I accept the offer of Research Degree Programme on the terms given above.
I confirm that my effective start date will be:
Signature
Date
FIGURE 10.1:16
THE UNIVERSITY OF WOLVERHAMPTON
BR1 Form
NOTIFICATION TO FINANCE – Initial payment of bursary
RESEARCH STUDENTSHIP
Name of Student
RI:
Contact:
Contract Dates:
Starting Dates:
Terminating on:
(subject to possible extension)
Funding:
RI/Externally Funded
Cost Centre: R****
Expense Code:
Project Code: (If externally funded)
Payment Details:
£
tax free, paid quarterly in advance
Cheque Collection Point (tick appropriate box)
City Campus
Walsall Campus
Telford Campus
Please arrange for payment to be made as detailed above.
Signed………………………………………... Date……………………………….
Dean of School/RI Director
FIGURE 10.1:17
Our ref : [Studentship reference no.]
(Rejlet)
31 July 2017
PRIVATE AND CONFIDENTIAL
Dear
Research Studentship
RI [
] – [Studentship Reference No.]
Further to your recent interview, I am afraid that we are not able to offer you a Research Studentship on
this occasion.
However, may I thank you for the interest you have shown in this position and wish you every success in
the future.
Yours sincerely
Section 10.2: Renewal and termination of Bursary Payments
Bursaried students are appointed (normally) on a 1 year renewable contract. The expectation is that this
will be renewed twice, giving the student 3 years funding. In order to monitor that the contract is still valid
and should be renewed, the following steps are suggested:

When a studentship is appointed add the student to local management systems making a note of
expiry date and renewal reminder.

Send renewal of studentship memo two months prior to expiry date to designated budget holder for
approval (see figure 10.2:01).

Studentship memo returned and check if contract to be renewed or terminated

If renewal, send two copies of studentship renewal letter for signature by the student (see figure
10.2:02). The student retains one copy and returns the other.

Once signed and a copy has been returned, complete the renewal of studentship contract and pass
to signatory (see figure 10.2:03)

Take copy for the file and send original renewal of studentship contract form to finance for cheque to
be raised (Ann Hyde)

Note on local management systems new dates for next renewal/termination as appropriate.

If the contract is to be terminated during the studentship for any reason, send termination of contract
letter to student (copy Finance, DoS, GS and file) (see figure 10.2:04)
Intentionally Blank
FIGURE 10.2:01
INTERNAL MEMORANDUM
To :
From:
Date:
RESEARCH STUDENT:
Director of Studies:
I note from our files that the above contract is due to expire on
Could you please let me know if the contract is to be renewed for a further year and if there are
any changes to the funding by completing and returning the slip below.
Thank you.
RESEARCH STUDENT:
* I confirm that the contract for the above research student should be renewed for a further
twelve months.
To be completed only if different from previous year’s funding
Funding Source
Cost Centre
Expenditure Code
Or
* The above contract should not be renewed and will terminate on
Signed:
(Dean of School/Chair of SMB)
Date:
FIGURE 10.2:02
Date:
Private and confidential
Dear ,
Research Studentship –
I have pleasure in writing to confirm that your Research Studentship has been extended for a further 12
months. Your new contract will, therefore, expire on date/month/yr.
Please let me know by returning the enclosed copy of this letter if you are happy to accept the renewed contract.
Yours sincerely,
Administrator for Postgraduate Programmes
Direct Line:
Enc:
I confirm that I am happy to accept the renewed contract as detailed above
Signed…………………………………………………………………..
Date:…………………………………………………………………….
FIGURE 10.2:03
THE UNIVERSITY OF WOLVERHAMPTON
RS Form 4
NOTIFICATION TO FINANCE - renewal of studentship contract
RESEARCH STUDENTSHIP
Name of Student:
RI/School:
Current Contract ends:
New Contract Dates:
Commencing on:
Terminating on:
(subject to possible extension)
Funding or payment details:
RI/Externally Funded
Cost Centre: R****
Expense Code:
Project Code (if externally funded):
Payment Details:
£
tax free, paid quarterly in advance
Cheque Collection Point (tick appropriate box):
City Campus
Walsall Campus
Telford Campus
Please arrange for payment to be made as detailed above.
Signed:…………………………………… Date:…………………………………………
Dean of School/RI Director
FIGURE 10.2:04
Our ref :
Date:
Private and Confidential
Dear
Research Studentship –
I am writing to advise you that your Research Studentship contract with the University is due to
terminate on date/month/yr and will not but renewed. Therefore you will not be eligible to receive any
further bursary payments. I would like to take this opportunity, however, to thank you for your
contribution to the University and I hope that you have had a successful and rewarding time with us.
If your writing up is not yet complete, I hope that you will be able to finalise and submit your thesis
before too long; you must keep in touch with your Supervisors who will liaise with the Graduate School
about arrangements for your viva voce examination. If, on the other hand, you have finalised
everything, may I congratulate you on your achievement and wish you every success in the future.
Yours sincerely
Name
Title
(Direct Line)
cc:
Ms Ann Hyde, Finance
Director of Studies
Graduate School
Section 10.3: Application for Fourth Year Fees
Towards the end of the third year of the studentship research administrators must contact students and
ask them to complete a Fourth Year fees application Form (see figure 10.3:01). The student has the
option to apply for fourth year full-time fees or to transfer to part-time and become liable for part-time fees.
The application form must be considered by the SMB, who should only approve a fourth year of a
studentship on a "fees-only" basis as long as they are convinced that the student will complete (i.e., have
the degree conferred by URC) within their fourth year. In these cases, the student remains on full-time for
one further year and is exempt from fees, but receives no bursary either. If the student fails to submit
within this fourth and final year they must remain a full-time student for any subsequent years and
become liable for full-time fees up until the point of submission, bearing in mind that the student must not
exceed the maximum registration date.
If the SMB is not convinced that the student will complete, or if the student so chooses, they can transfer
to part-time for a further two years only. During this time, they will be required to pay part-time fees at the
prevailing rate.
Bursaried students need to be made aware at the end of their third year which of these options is being
taken up. A template letter for approved full-time fees (see figure 10.3:02) and part-time fees (see figure
10.3:03) has been produced to facilitate this.
Figure 10.3:01
Ref: SFYFA FORM (Aug 2008)
FOR OFFICE USE ONLY
Student Number:
Received by:
Fee Category:
Date:
Director of Studies:
Studentship Reference Number:
Studentship Fourth Year Fees Application Form
Please complete the application form, reading the conditions carefully and return it to your student management board for
consideration.
1. PERSONAL DETAILS
Title (Mr / Mrs / Miss / Ms etc)
Family Name on 16th Birthday
Family Name
First / Given Name(s)
Main Contact Address
Home Address (if different)
Postcode
Postcode
Main Contact Telephone Number
Mobile Phone Number
Home Telephone Number (if different)
Fax Number
E-mail Address
2. REGISTRATION:
Date of initial registration:
Expected date of submission of thesis
Award Sought:
MPhil
PhD
3. FEE LEVEL APPLIED FOR:
Full-time (Fee free 4th year)
Part-time (self-funding)
By electing to remain a full-time student you must be aware that you are
agreeing to submit your thesis early on in your fourth year in order to allow for
examination and any subsequent modifications. If you fail to submit within this
final year you must remain a full-time student for any subsequent years and
become liable for full-time fees up until the point of submission, bearing in mind
that you must not exceed your maximum registration date.
By electing to transfer to part-time you are agreeing to pay part-time fees
(Home or Overseas) up until the point of submission. You must be aware that
you are agreeing to submit your thesis within 24 months of the transfer date
and that you must not exceed your maximum registration date.
4. DETAILS OF PROGRESS:
Please give details of progress on your research programme to date and outline timescales for completion to support your
application.
5. CANDIDATE’S DECLARATION
I confirm that the information given on this form is true, complete and accurate and no information requested or other material information
has been omitted. I understand that the information provided will be held and processed by the University in accordance with the Data
Protection Act (the Act) and I give my express consent to the processing of my personal sensitive data as defined by the Act by the University.
I undertake to pay or cause to be paid to the University of Wolverhampton by the due date, all fees and charges for tuition, accommodation
and other services and goods supplied to me by the University, should my application be successful.
Signature of candidate
Date
6. STUDENT MANAGEMENT BOARD APPROVAL
I confirm that this application has been discussed at an appropriate board within the RI/Unit/SRC, and that account has been
taken of the student’s progress to date.
I confirm that the candidate is registered for the following fee level in accordance with the conditions outlined above:
Full-time (Fee free 4th year)
Part-time (self-funding)
The student's maximum registration date will be
Signature of the chair of the Student Management Board
Date
Figure 10.3:02
Dear,
Studentship Fourth Year Fees Application:
Thank you for applying for fourth year fees. This letter is to confirm your fee level following the termination of the
studentship contract:
Student Name:
Date of Birth:
Student Identification Number:
Course Title:
Course Type:
Mode of Study:
Start date:
Termination date:
Master of Philosophy/ Doctor of Philosophy
Full-time
I am writing to advise you that your Research Studentship contract with the University will terminate on
**/**/**** and you will not therefore be eligible to receive any further bursary payments. However your
application to receive full-time fourth-year tuition fees for 200*/0* was approved by the Student Management
Board on **/**/****.
By electing to remain a full-time student you must be aware that you are agreeing to submit your thesis early on in
your fourth year in order to allow for examination and any subsequent modifications. If you fail to submit within
this final year you must remain a full-time student for any subsequent years and become liable for full-time fees up
until the point of submission, bearing in mind that you must not exceed your maximum registration date of
**/**/****.
I would like to take this opportunity, however, to thank you for your contribution to the University and I hope that
you have had a successful and rewarding time with us.
Yours sincerely
Chair of **** Student Management Board
Cc: Ann Hyde, Finance
DoS
Graduate School
Figure 10.3:03
Dear,
Studentship Part-time Fees Application:
Thank you for applying to transfer to part-time fees.
termination of the studentship contract:
Student Name:
Date of Birth:
Student Identification Number:
Course Title:
Course Type:
Mode of Study:
Start date:
Termination date:
This letter is to confirm your fee level following the
Master of Philosophy/ Doctor of Philosophy
Full-time
I am writing to advise you that your Research Studentship contract with the University will terminate on
**/**/**** and you will not therefore be eligible to receive any further bursary payments. However your
application to transfer to part-time was approved by the Student Management Board on **/**/****.
By electing to transfer to part-time you are agreeing to pay part-time fees (Home or Overseas) up until the point of
submission. You must be aware that you are agreeing to submit your thesis within 24 months of the transfer date
in order to allow for examination and any subsequent modifications and that you must not exceed your new
maximum registration date of **/**/****.
I would like to take this opportunity, however, to thank you for your contribution to the University and I hope that
you have had a successful and rewarding time with us.
Yours sincerely
Chair of **** Student Management Board
Cc: Ann Hyde, Finance
DoS
Graduate School
Section 11: Changes to Student's Personal Details
A student's personal details may change throughout the course of their registration and this needs to be
recorded.
The areas that may change are:





Surname
Address
Tel No
Email Address
Next of Kin
The student can change their address, telephone number or e-mail number at any time throughout the
year using e:Vision.*
They should also inform their RI/RC/School and the GS so that local management systems can be
updated* - especially e-mail addresses as student's don't always use their University account number.
Students have the opportunity to change their next of kin once a year at the time of re-enrolment.
Changes of surname should always be notified to the RI and GS in writing. A copy of the certification
proving name change should be provided.
GS and SMB should always look on SITS for the most up-to-date information.
*
When the student notifies the RI/RC or School they should be asked whether or not they
have made the changes on e:Vision. If not, the GS can put the changes on for them. Details of
the changes should therefore always be passed back to the GS so that the SITS record is up-todate and accurate.
Intentionally Blank
Section 12: Issue of Standard and non-standard letters
Students can request letters concerning their registration at any point during the year. The letters fall into
the following main categories:
Batch Letters



Bank Letters
Council Tax Letters
To Whom it may concern Letters
Requested via the batch letters system in SITS and forwarded to the GS. When requests are requested,
the letter is generated manually to ensure that the correct start and end dates appear (SITS defaults to
standard course dates and research students start and finish throughout the year which negates the use
of this facility in SITS). Letters are printed on letter headed paper, signed, stamped and posted to the
student at their term-time address.
A second bank letter should not be generated for International Students - these must be referred to the
International Office.
Visa Letters
Issued by SMB administrators using suggested template (see figure 12:01)
Students may request other letters relating to their programme which should be completed by the relevant
Research administrator.
Intentionally Blank
FIGURE 12:01
Date
TO WHOM IT MAY CONCERN
Dear Sir or Madam
Student Name:
Student Number:
Date of Birth:
Term-time Address:
Home Address:
I hereby confirm that the above named person is enrolled on a full-time research degree programme at the
University of Wolverhampton for the academic year ‘YEAR’.
The research programme of study entitled ‘TITLE’ commenced on ‘START DATE’ and to be completed on
‘END DATE’, subject to satisfactory progress.
Full-time overseas students fees for ‘YEAR’ are ‘FEE’.
The information provided in this letter is correct as of the above date, but may change as a consequence of
academic and/or other circumstances.
I hope the above information is acceptable to you.
Yours sincerely
Intentionally Blank
Section 13: Annual re-enrolment for continuing students
N.B. This ties in with Annual Progress Review - See Section 6
Mid July - GS remind all members of staff to complete a Pathways agreement to cover fees for the next
academic year and to send a copy of the approved and signed form to the GS
End July - GS instigate mail shot and batch email containing the relevant information and instructions to
all continuing students (omitting those on suspension/break) that they must re-enrol via e:vision.
Early August - On-line enrolment via e:vision to commence
Cannot enrol if:
 Have not successfully completed annual progress review
 Have more than £600 in outstanding fees
Students will be advised to contact the help desk if there is a technical problem (such as a forgotten
password) or their Research administrator if there is an admin problem. The Research administrator
will need to advise why there is a problem (i.e., why they recommendation to proceed has not been
forwarded to the GS) and what the student needs to do in order to retrieve the situation e.g.,
complete annual progress review. If there is no apparent problem and the research administrator is
confident that the student should be allowed to proceed, then the student should be advised to
contact the GS.
October - GS send out reminders to students, monitor enrolment and take action to capture any students
who fail to enrol on-line (N.B. only students enrolled as at 1st December are include in the HESES and
RAS returns)
End October - Inform SMBs of any student not yet enrolled who needs to be put "at risk". SMB
administrators to contact their students with final reminder to enrol.
End November - Students who are eligible to enrol but who have failed to do have effectively placed
themselves "at risk". If after several requests and reminders they have still not enrolled they will be
withdrawn. The Student and SMB will be notified of this and local management systems will need to be
updated - see guidelines on Withdrawals in section 8.
N.B. Students who have not enrolled cannot proceed with their programme of studies. The SMB
should not consider any forms for students who have not enrolled.
The enrolment status of any student can be checked via SITS
Intentionally Blank
Section 14: Monitoring of student progress - outside annual progress
review
In addition to annual monitoring (Annual Progress Review) which is covered in section 6, there are a
number of other areas that need to be monitored throughout the life-cycle of a postgraduate research
Student. These monitoring points are designed to help support both the student and the supervisory
team to ensure that a student's research degree registration progresses in line with the University's
Research Degree Regulations. The three main areas for this are:
i)
ii)
iii)
monitoring outstanding actions form SMB (e.g. requests for further information)
monitoring confirmation of programme
monitoring maximum registration
All three areas should be picked up through your local management systems, i.e., those systems you
have established to record research students within your Research Institute, Centre or School. Below is
an overview of each of the above three areas to act as a prompt to research administrators so that
systems can be adapted to ensure information is captured and that key stages of the student life cycle
are monitored closely.
re i) monitoring outstanding actions form SMB (e.g. requests for further information)
Each aspect of the student programme is discussed by the SMB in the first instance - the Research
Proposal, Confirmation of Programme, Changes to Registration (Mode of study, suspension or
exceptionally, extension) annual progress review and examination arrangements. At any of these stages,
the SMB may request further information before they are able to confirm their decision. It falls to the
secretary of the SMB to seek that further information from the student or supervisor and to monitor when
the information is received and what further action has been taken.
The simple monitoring system used by the old Research Support Unit when the URC used to action
research forms is given below for information:
A folder was set up with a basic template:
Date of meeting
Name
Action Required
Notes
This was a simple cumulative list. Following each meeting, the details of any "pending" or "action
required" were listed on the sheet. On a regular basis (weekly? monthly?) the list is checked to see if the
required information has been received or action carried out and a note made. If complete, the entry can
be crossed through. If incomplete, a reminder should be sent out asking for the information and a note
made. This would be followed through at the next scheduled check.
It is important not to lose sight of this type of monitoring as if students and supervisors do not respond to
the first request, and no further action is taken, this can lead to serious problems with the registration at a
later stage. The process of sending regular reminders may seem tedious, and the student and supervisor
do need to take responsibility, but it doesn't take very long to do and it is usually appreciated
re ii) monitoring confirmation of programme
See separate section on Confirmation of Programme in section 4
Under the 2005 regulations, 99% of all new students will be registered for MPhil. Within 12 months for
FT students or 24 months for PT students, an assessment of the student's work should take place and a
Confirmation of Programme be completed and approved by the SMB. This will confirm whether the
student remains at MPhil or is "transferred" to PhD.

When a student is first admitted, they should be added to the Research Institute, Centre or School
records (Local Management System).

A supplementary system should be established to alert the SMB administrator at appropriate stages
that a reminder, to both the student and supervisor, needs to go out to alert them that the
Confirmation of Programme needs to be completed (suggest - 6 months before confirmation due, 3
months before confirmation due, 1 month before confirmation due and confirmation overdue.)
One simple system is:
 Set up a monitoring folder with 12 monthly sections.
 Following approval of registration by the SMB (i.e. when the precise start date has been
approved) make an entry in the folder to send out a reminder at the appropriate time suggest 6 months before Confirmation of Programme is due.,
 At the start of each month, check the monitoring sheet to see what reminders are due to
be sent out. If forms have nor already been received, send a reminder. Enter date
reminder sent on sheet. Keep a copy of the reminder on the student file.
 Remember at the start of each month to check responses and cross off those received,
or make a note to send a further reminder, perhaps 3 months before the due date and so
on until the form has been submitted.
re iii) monitoring maximum registration
With institutions now being judged on their completion rates, it is critical that students are encouraged to
make suitable progress to ensure completion within their maximum registration. Registration periods are
given in the 2003 and 2005 regulations. You will need to record in your local management systems which
set of regulations the student is registered under and monitor registration accordingly
Under the 2005 regulations, 99% students are registered for MPhil in the first instance. The maximum
registration for a FT student is 4 years to completion Pt students have 8 years to completion An
individual maximum registration will need to be agreed by the SMB for any student they register as PhD
with advanced standing (see section 2.5 of the 2005 regulations and also the Code of Practice)
As students have traditionally been taken on throughout the year, their maximum registrations will
become due throughout the year. Any system set up needs to cope with this. The system outlined above
to monitor submission of the Confirmation of Programme could be used equally well to monitor maximum
registrations.
Maximum Registration Calculations
All of the following have implications for the calculation of the maximum registration date or for the
monitoring of maximum registration periods:
Research Proposal
Almost all initial registrations are now for MPhil. To calculate the maximum registration deadline, simply
add the maximum period allowed for MPhil for either F/t or P/t, to the start date as given in the Research
Proposal.
For the few rare students who are admitted to PhD with advanced standing, you will need to take the
period of advanced standing into account when calculating the maximum registration. For example, if a
student has already done 6 months of a programme elsewhere, those 6 months will need to be deducted
from the maximum time permitted in order to arrive at the new maximum registration date.
Confirmation of Programme
When a student successfully transfers from MPhil to PhD via the Confirmation of Programme, a new
maximum registration will apply. In these cases, simply re-calculate the maximum registration by adding
the maximum time allowed for PhD (via Transfer) for either F/t or P/t, to the original start date as given in
the Research Proposal.
Suspension of Registration
Although a period of suspension of registration is disregarded in terms of calculating the length of time
taken to complete, it does impact on the maximum registration date. If a period of suspension is
approved, the same time period needs to be added to the current maximum registration date to give a
new maximum registration date.
Exceptional Extensions
It is possible, exceptionally, to request an extension to the maximum registration. If such an extension is
approved, the maximum registration date will be extended by the same amount.
Change in Mode of Study
When a student transfers from Full-time to Part-time, their maximum registration will be extended and will
need to be re-calculated. There is a standard formula to do this, which is:
Time in months remaining in F/t mode
Total no. of months available in F/t mode
x Total no. of months available in P/t mode
Further details are given in Section 7 on dealing with changes to the student programme.
Submission
Under the 2005 regulations, students are required to have completed all study and examination
requirements within the maximum registration allowed. Students still need to monitored between
submission and conferment to ensure that they are still within their maximum registration.
Withdrawal
Clearly, if a student withdraws (or is withdrawn by the SMB), this is the end of the process and they
should be removed from the monitoring file.
Remember whenever calculating or changing a maximum registration date, you will need
to adjust your local monitoring systems so that you are prompted to send a reminder at
the appropriate time.
Intentionally Blank
Section 15: Fee Issues
Responsibility for paying fees, or ensuring that fees have been paid by the appropriate sponsor, rests with
the student. However, there are a number of different categories of fee and sources of funding. SMB
administrators need to be aware of these various categories, and have systems in place to record this
information in their local records. They should also ensure that the information is collected and forwarded
to the GS each year for updating SITS and generating invoices.
The following notes provide further information on the various issues relating to fees that SMB
administrators need to be aware of:
Payment of fees
All students have to enrol each year, or part of year* (for those starting or finishing part-way through a
year) using e:Vision.
The Graduate School enter the fee for each individual student on to SITS and when the student enrols an
invoice is generated.
The source of funding is also entered onto SITS by the GS so that the invoice is raised to the appropriate
sponsor.
It is therefore important therefore that these details are recorded on the Research Proposal. Details of
who is paying the fees should also be recorded on local management systems.
* Students normally enrol for a complete year and the full fee for their particular status would apply.
Students who start part way through a year have a pro-rata fee calculated from the start date to the end
of the academic year (academic year for a research student = September to September). The annual fee
then applies for each full year after that. Students continue to enrol for full academic years and are
invoiced for the full fee, until they submit their thesis for examination. At this point, a revised pro-rata fee
for the final year is calculated from the start of the academic year to the point of submission and the
difference in the full fee and the revised fee credited. The GS will automatically do this when a thesis is
received.
Fee categories
There are a number of different fee levels for Research Students:
Full-time Home/EU
Full-time Overseas
Full-time bursaried studentships
Full-time 'Islands' students (Isle of Man, Jersey, Channel Islands)
Full-time Overseas students studying in their own country
Part-time Home/EU - registered on or before 30.09.04
Part-time Home EU - registered on or after 1.10.04
Part-time Overseas Students studying in their own country
Part-time overseas students studying in this country (exceptional)
Teaching Company Associates
Non-standard fees (as below)
The actual fee for each category is published by the Registry as part of the fees schedules for all courses.
Non-standard Fees
Wherever possible, the standard fee for the categories above should be applied. Exceptionally, it is
sometimes necessary to charge students a higher fee to cover actual expenses. A typical example would
be where a student is working on their project abroad and a supervisor needs to travel out to them. The
additional cost of the travel may need to be added to the base fee. To calculate the non-standard fee
form RES23 is used. This is completed in the RI/RC/School and must be forwarded with the Research
Proposal to the GS so that the new fee can be entered onto SITS and an invoice generated for the
correct amount. The RES23 would need to be reviewed annually and sent to the GS with the Annual
Progress Review, so that the system can be updated ready for enrolment each year.
"Bench" Fees
Occasionally, the RI/RC/School may determine to levy an additional fee on top of the standard fee (e.g.,
for use of laboratories, materials, additional resources etc.) This is called a Bench Fee and the relevant
RI/RC/School raise a separate invoice.
Bursaried Students
The University, through its Research Institutes and Councils, takes on a number of students each year for
whom a bursary or stipend is paid. These are called Studentships. These students also have their fee
covered as part of their award. The GS record the fee as zero on SITS for the duration of the bursary*,
after which the student is liable to pay the fee themselves.
*The rule is that Studentships are Full time and are taken on with an annual contract. They are given an
annual stipend, paid quarterly in advance. The contract, and stipend, can be renewed at the end of year
one and the end of year two, as long as the student is making satisfactory progress (see guidelines on
renewal and termination of bursary payments). At the end of year three there are two options:
i)
The student applies for one further FT year, for which they receive no stipend but for which
their fees are covered, on the understanding that they complete within the fourth year. Any
student who does not complete will then be out of registration (2005 regs). The same rule
regarding fees applies to students taken on under the 2003 regs, but there maximum
registration is 5 years rather than 4.
or
ii)
The student can opt to transfer to part-time for a further two years, but pay their own part-time
fees. After two years, the student will then be out of registration
Research Councils
There are a number of Research Councils that will fund a research student programme (EPSRC, AHRC,
ESRC, etc.). They generally make awards available for a specific period of time and for a specified
amount and subject to annual monitoring reports. It is important that this detail is recorded on the
research proposal as we have to make information available on Research Council Students as part of our
institutional returns.
ORSAS/BORASSUS and other award Scemes
If students meet certain eligibility criteria they may receive an award that will cover the difference in their
fees between the home fee and the overseas fee.
The GS will enter the part of the fee that the student has to pay into SITS when the Research Proposal is
received.
Other Sponsors
Employers, Family members or other external organisations may have agreed to pay a student's fee for
them. In this case, the invoice needs to be sent to the appropriate person. Students need to supply the
GS with a sponsor letter that clearly specifies that they will be responsible for paying the fee. The GS
need to ensure that the sponsor has a code on SITS (or arrange for one to be set up) and the details are
entered at the start of the programme and at the start of each academic year. It is desirable (and most
employers and external organisations operate this way) to have a new sponsor letter at the start of each
academic year. If no sponsor letter is supplied, the invoice will be sent directly to the student.
Pathways
Members of University staff are entitled to have fees covered under the Pathways agreement, for any
course that receives HEFCE funding (applies for MPhil and PHD). The individual needs to obtain a
Pathways agreement (on Personnel Web page), get authorisation from Dean of School, get authorisation
from Personnel, and send a copy of the approved signed form to the GS so that the Pathways sponsor
code can be entered on SITS. The authorisation covers one year only and a new agreement must be
obtained, approved and sent to the GS prior to the start of each academic year, if the agreement is to be
continued. Staff who are already on a Pathways agreement will be sent a reminder by the GS to get this
renewed and sent in as part of the annual progress review procedures.
Self-funded
This means that any invoice raised will be addressed directly to the student. Most part-time students are
self-funded.
Paying by Instalments
The University operates an instalment scheme so that students can spread the cost of their fees. This
takes the form of three instalments at times specified by Finance. Forms and further information is
available on the Finance Web site.
Leave of Absence/Suspended Registration
Any student who has a leave of absence or suspension approved, will be entitled to receive credit for any
fees already paid to cover that period, or to have the next years fee reduced if the absence crosses over
academic years. The GS need to know precisely what period of absence has been approved, via the
SMB minutes. Unless notified otherwise, the student will be deemed to have returned to the studies on
the day following the end date, and will be liable for fees from that point. The GS will ensure that the
appropriate fee is entered onto SITS and an invoice generated
The GS also monitor the return date of the student and will arrange for an invoice to be raised at that
point to cover registration until the end of the academic year.
Debtors
All students must be "in good standing" in order to continue with their programme of studies. Students
with debts should be picked up via the annual progress review and alerted to the fact that they will not be
allowed to proceed to the next year of their studies unless the debt is cleared.
The status of students can be checked with Finance by quoting the student number
Loyalty Discounts
International students who have previously studied at the University may be entitled to a 20% loyalty
discount for each complete academic year they are enrolled for their research degree, providing they pay
the complete fee in advance. Fees need to be paid in full by a deadline set by Finance (in 2005/6 this
was initially set at 30 September and was then extended to 27 October). All discounts are totally
dependent on the student paying in full. Therefore invoices are raised for the full fee and are then
adjusted on the Finance system for those student who make their payment by the deadline. As
Research students start throughout 9 months of the year (September to May) they may not be entitled for
a loyalty discount in their first year, as it may not be a full academic year.
Early Payment Discounts
Students (international only) who pay their complete fee for the year in advance may be entitled to a 10%
discount. They need to pay a deposit of £3,000 and the balance in three instalments on specific dates in
November, January and April. As above, only complete academic years can be accommodated and
students starting part-way through an academic year will not be eligible.
N.B. Students are only eligible for one or the other of the above discounts - not both.
Credit Notes
As specified above, students are invoiced for a whole year, starting in September. The fee is recalculated for any partial years at the start and end of their programme. There may be instances,
however, where a fee needs to be credited. All credit notes must be raised via the Graduate School. The
likely cases where a credit note may be raised are:
Suspension of registration - any fees paid for the period are credited and no new fee due until studies
recommence
Submission of Thesis - this effectively ends the student programme in terms of fees and any fee paid
beyond this point will be credited.
Withdrawal - any fee paid beyond the point of withdrawal credited
Change of Sponsor - if the sponsor changes for any reason, we need to credit the original invoice and
re-invoice to the new sponsor. This category sometimes occurs if the student has not submitted their
Pathways agreement or other Sponsor letter, and have been sent the invoice themselves. Production of
the missing agreement or letter will instigate the credit/re-invoice process.