Final (12/11/2014)
Unsatisfactory Academic Progress Procedure for Postgraduate Research students.
Background
1. As part of the normal supervisory process, a PGR student can expect their supervisory team to
draw to their attention problems with their academic progress, if they arise. The supervisor should
provide support and guidance whenever possible. If a student’s progress has been identified as
unsatisfactory, the supervisory team should monitor and reassess the student’s progress at regular
intervals. If the student’s progress continues to be unsatisfactory, the matter should be discussed
with the Head of Faculty Research Degrees (HFRD)1 and the student should be formally notified in
writing.
Identifying unsatisfactory academic progress
2. Unsatisfactory academic progress is usually identified when a student has not met the
requirements set out in the Research Student Handbook (Section 5) or within the studentship offer
letter. Examples of what is regarded as unsatisfactory academic progress include:
not providing evidence of satisfactory progress;
not presenting written work to an adequate standard;
not presenting work to an agreed timescale; and
not maintaining regular contact with the supervisory team, e.g. by not attending formal
supervisory meetings, whether in person or via electronic means.
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Instigation of the unsatisfactory academic progress procedure
3. Initially the supervisory team will raise concerns about academic progress in writing with the
student, as described in paragraph 1. It is best practice to additionally inform the Head of
Department (HoD) or School (HoS)2.
4. If there is no improvement after the supervisory team has raised concerns and no satisfactory
explanation is provided by the student regarding their level of progress, the supervisory team
should bring the matter to the attention of the HFRD. It is expected that prior to bringing the
matter to the attention of the HFRD:
the supervisory team will discuss the issue among themselves;
there will be evidence of written feedback to the student outlining their unsatisfactory
academic progress (e.g. warning letter(s)/email(s), comments on formal supervisory
meeting notes and/or formal progress reports, RD9 forms, annual review reports); and
the student will have had the opportunity to raise with the supervisory team and/or HFRD
any exceptional circumstances that have affected their ability to progress satisfactorily.
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5. The HFRD will consider whether the concerns raised by the supervisory team are sufficiently
serious to warrant the instigation of the unsatisfactory academic progress procedure.
6. If this is the case, the HFRD will immediately write to the student to advise that the unsatisfactory
academic progress procedure has been instigated and a meeting has been arranged to discuss it. A
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Programme Leader at RNCM
Director of Research at RNCM
Unsatisfactory Academic Progress Procedure, version 1.0,12/11/2014
notification will be sent by email or letter (or both) to the student. It is expected that a meeting will
usually take place within 10 working days of the issue of the letter (see example letter 1).
Unsatisfactory academic progress meeting
7. Normally the DoS, at least one member of the supervisory team, the HFRD, Faculty Research
Degree Administrator (FRDA)3 and student will attend the unsatisfactory progress meeting.
8. The purpose of the unsatisfactory progress meeting is to:
advise the student that their academic progress is deemed unsatisfactory and detail the
reasons for concern;
reassure the student that the purpose of the meeting is to identify ways to address the
supervisory team’s concerns and to support their future progress;
give the student the opportunity to raise any circumstances that have prevented them
from making satisfactory progress;
set clear, realistic and measurable targets for improving performance, which allow the
student to demonstrate satisfactory progress;
identify any training needs and support mechanisms;
explain who will assess whether the set targets have been completed satisfactorily and
how this will be done;
explain that continued unsatisfactory progress may lead to a recommendation for
withdrawal (or in some cases transfer to the MPhil); and
set a date for the final formal review of the unsatisfactory academic progress procedure.
(For a full-time student this will normally be one month from the date of the meeting in
which the unsatisfactory academic progress procedure is instigated. For a part-time
student this will normally be two months from the date of this meeting.)
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9. Notes must be kept of the meeting and recorded in the student file (electronic/paper).
Action following the unsatisfactory academic progress meeting
10. Following the unsatisfactory academic progress meeting, the HFRD will write to the student to
confirm either:
(i) the unsatisfactory academic progress procedure has been instigated, and:
a. to provide notes of the meeting and agreed action plan with targets (it is good
practice to set a date for the formal review meeting at this stage – see example
letter 2a); or
b. it has been agreed the research degree be terminated (see example letter 2b); or
(ii) it has been agreed that it is not appropriate to instigate the unsatisfactory academic
progress procedure and no further action will be taken (see example letter 2c).
Unsatisfactory academic progress: final formal review meeting
11. A formal review meeting will take place to assess the student’s progress against their action plan
and targets. Normally the DoS, at least one member of the supervisory team, the HFRD, the FRDA
and the student will attend the final formal review meeting.
12. There are four possible outcomes to the meeting.
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Research & Enterprise Administrative Assistant at RNCM
Unsatisfactory Academic Progress Procedure, version 1.0,12/11/2014
i.
ii.
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iv.
Agree the student has made satisfactory progress against the agreed action plan and
targets and that no further action will be taken under the unsatisfactory academic
progress procedure.
Agree that the student has not made satisfactory progress with the agreed action plan
and targets. In the case of students registered for PhD degrees only (and where the
remaining period of study allows), the HFRD can approve that the student be transferred
to registration for an MPhil degree.
Agree that the student has not made satisfactory progress with the agreed action plan
and targets and that the HFRD approves the instigation of the withdrawal of registration
procedure.
Agree that a decision on progression be deferred, normally for one month.
13. Notes must be kept of the meeting and will be recorded onto the student file (electronic/paper).
Action following the final formal review meeting
14. Immediately following the formal review meeting, the HFRD will inform the student in writing of
the outcome of the meeting (see example letters 3a, 3b and 3c).
15. Where a recommendation is made that the research student be withdrawn as a result of
unsatisfactory academic progress (or transfer to MPhil), the HFRD will notify the Research Degree
Committee on the Faculty Summary Report.
Expectations of a research student to attend an unsatisfactory progress meeting
16. It is expected that a student will attend an unsatisfactory academic progress meeting on the date
and at the time proposed. Normally this will be a face-to-face meeting. In some circumstances, for
example when the student is not in the UK, the meeting may be held by other means such as video
conferencing or Skype. If the student is unable to attend for a genuine reason, he/she must advise
the HFRD immediately and provide an explanation (with documentary evidence where applicable).
17. If the student does not attend a meeting to discuss their unsatisfactory academic progress within a
reasonable timescale or without providing a reasonable and timely explanation, the meeting
should be held in their absence and a record of the meeting should be sent to the student as soon
as possible afterwards. Failure to attend the meeting will not prevent the investigation or
conclusion of the unsatisfactory academic progress procedure.
Research student appeals procedure
1. The student will have the formal right to appeal against the decision under the arrangements set
out in the Research Student Complaints Procedure.
Author: (Name, Dept)
Approved by:
(Role/Committee)
Published:
Graduate School
Head of Graduate School
Version
Approved
Date
Graduate School Website / Intranet (delete as appropriate)
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12/11/2014
Appendix A
Unsatisfactory Academic Progress Procedure - Summary Flowchart
Supervisory team identifies student
progress is unsatisfactory
ctory
Supervisor informs student in
writing of concerns and alerts HoD
ctory
Student’s progress improves to a
satisfactory level
Student’s progress remains
unsatisfactory
No further action taken –
student is monitored as per the
MMU regulations
Supervisory team alerts HFRD and
FRDA (administrative procedure)
Student invited, by formal letter, to
a meeting with the supervisory
team and HFRD – inform student
that the unsatisfactory procedure
has been instigated
Meeting occurs and it is agreed
that no further action should be
taken. Student is monitored for
the remainder of the
programme as per MMU
regulations
Meeting occurs and student
attends – student provided with
notes of meeting and agreed action
plan together with targets
HFRD approves withdrawal of
the student (without process
being invoked)
Follow the withdrawal
procedure
Supervisory meetings to continue
as normal over X months
Final review meeting occurs to
review student against targets
Student has made required
progress against the targets set
Student has not quite met the
objectives but a decision is deferred
for a defined period of time
Student has not made required
progress against the targets set
Student is removed from
procedure and monitored for
the remainder of the
programme as per the MMU
regulations
Meeting held to review progress
after a deferral period
HFRD
approves exit
awards
(e.g. transfer
to MPhil)
HFRD
approves
withdrawal
of the
student
Student provided
with new submission
deadline for MPhil
Follow the
withdrawal
procedure
Unsatisfactory Academic Progress Procedure, version 1.0,12/11/2014
Letter 1
Unsatisfactory Academic Progress
TEMPLATE LETTER
Subject : Unsatisfactory Academic Progress
From: Head of Faculty Research Degrees
To: Student
cc: DoS, Supervisor(s)
Importance: High
Dear [provide name]
I am writing to make you aware that your supervisory team has brought to my attention concerns about
your academic progress. These include concerns about the following (briefly outline nature of concerns –
for example):
not providing evidence of satisfactory progress;
not presenting written work to an adequate standard;
not presenting work to an agreed timescale;
not maintaining regular contact with your supervisor(s) and to attend formal supervision
meetings.
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It is important that concerns about your academic progress are addressed as soon as possible, as these
adversely impact on your ability to complete your research degree successfully within the remaining period
of study.
MMU has an Unsatisfactory Academic Progress Procedure for research students, and it has been agreed
with your supervisors that this procedure be instigated. The purpose of the procedure is to clearly draw
your attention to these concerns and, if appropriate, to agree an action plan and timescale for addressing
these concerns.
Details of the procedure are available at [provide a link].
In accordance with this procedure I have arranged a meeting to discuss your academic progress on [provide
a date, time and venue].
It is expected that the following will attend the meeting:
Director of Studies [provide name]:
At least one member of the supervisory team [provide name(s)]:
Head of Faculty Research Degree [provide name(s)]:
I would be grateful if you would confirm whether you are able to attend the meeting.
Yours sincerely
Unsatisfactory Academic Progress Procedure, version 1.0,12/11/2014
Letter 2(a)
Unsatisfactory Academic Progress
TEMPLATE LETTER
Subject : Unsatisfactory Academic Progress
From: Head of Faculty Research Degrees
To: Student
cc: DoS, Supervisor(s)
Importance: High
Dear [provide name]
Thank you for attending the meeting on [provide a date]. I confirm, as discussed at the meeting, that the
Unsatisfactory Academic Progress Procedure has been instigated [provide a link].
Enclosed is a copy of the notes from the meeting and the agreed action plan, together with targets.
I have arranged for the formal review meeting to take place on [provide a date, time and venue].
I would be grateful if you would confirm whether you are able to attend the meeting.
If you have any questions, please do not hesitate to contact me.
Yours sincerely
Unsatisfactory Academic Progress Procedure, version 1.0,12/11/2014
Letter 2(b)
Unsatisfactory Academic Progress
TEMPLATE LETTER
Subject : Unsatisfactory Academic Progress
From: Head of Faculty Research Degrees
To: Student
cc: DoS, Supervisor(s)
Importance: High
Dear [provide name]
Thank you for attending the meeting on [provide a date]. Unfortunately, as you did not demonstrate any
improvement to your progress on your research degree, I am writing to confirm that as a result of the
discussion, the outcome is to withdraw you from research degree with immediate effect.
If you have any questions, please do not hesitate to contact me.
Yours sincerely
Unsatisfactory Academic Progress Procedure, version 1.0,12/11/2014
Letter 2(c)
Unsatisfactory Academic Progress
TEMPLATE LETTER
Subject : Unsatisfactory Academic Progress
From: Head of Faculty Research Degrees
To: Student
cc: DoS, Supervisor(s)
Importance: High
Dear [provide name]
Thank you for attending the meeting on [provide a date]. After discussing the matter with your supervisory
team in more detail, it has been agreed that no further action will be taken under the Unsatisfactory Academic
Progress Procedure in this instance.
Enclosed is a copy of the notes from the meeting.
Please remember that to qualify for the award of the degree of PhD you must continue to meet the required
learning outcomes for the degree, and satisfy the examiners that your achievement is of sufficient merit and
that your thesis contains evidence of originality and independent critical ability and matter suitable for
publication.
I would like to take this opportunity to wish you well with the continuation of your studies. Should you have any
questions about the content of this letter, please do not hesitate to contact me.
Yours sincerely
Unsatisfactory Academic Progress Procedure, version 1.0,12/11/2014
Letter 3(a)
Unsatisfactory Academic Progress
TEMPLATE LETTER
Subject : Unsatisfactory Academic Progress
From: Head of Faculty Research Degrees
To: Student
cc: DoS, Supervisor(s)
Importance: High
Dear [provide name]
Thank you for attending the formal review meeting on [provide a date].
I am writing to confirm that it has been agreed that you have made satisfactory academic progress against the
agreed action plan. No further action will be taken under the Unsatisfactory Academic Progress Procedure in
respect of the concerns raised by your supervisor(s). Your progress will continue to be reviewed against the
MMU procedures for postgraduate research students.
Please remember that whilst your academic progress has been deemed satisfactory through this procedure,
further concerns may be raised in the future if this proves to be necessary.
I would like to take this opportunity to wish you well with the continuation of your studies. Should you have any
questions about the content of this letter, please do not hesitate to contact me.
Yours sincerely
Unsatisfactory Academic Progress Procedure, version 1.0,12/11/2014
Letter 3(b)
Unsatisfactory Academic Progress
TEMPLATE LETTER
Subject : Unsatisfactory Academic Progress
From: Head of Faculty Research Degrees
To: Student
cc: DoS, Supervisor(s)
Importance: High
Dear [provide name]
Thank you for attending the formal review meeting on [provide a date].
Either
I am writing to confirm that the outcome of the meeting is to withdraw your research degree candidature with
immediate effect, due to unsatisfactory academic progress made on your research degree.
Or
I am writing to confirm that the outcome of the meeting is to transfer you to registration for the degree of
MPhil. Whilst you have made some progress, this was not sufficient to warrant support for your continued
registration for the degree of PhD.
Yours sincerely
Unsatisfactory Academic Progress Procedure, version 1.0,12/11/2014
Letter 3(c)
Unsatisfactory Academic Progress
TEMPLATE LETTER
Subject : Unsatisfactory Academic Progress
From: Head of Faculty Research Degrees
To: Student
cc: Supervisor(s)
Importance: High
Dear [provide name]
Thank you for attending the formal review meeting on [provide a date].
I am writing to confirm that the outcome of the meeting was that a decision on your progression be deferred by
[provide a number] months. No further deferrals will be permitted.
A revised action plan and targets are enclosed.
I have arranged for a final formal review meeting to take place on [provide a date, time and venue].
The Unsatisfactory Academic Progress Procedure sets out the possible outcomes to the formal review meeting
[provide a link.
I would be grateful if you would confirm whether you are able to attend the meeting by emailing me at [provide
contact details].
If you have any questions, please do not hesitate to contact me.
Yours sincerely
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