Admissions, Enrolment and Induction – Administration Procedure
The following provides step-by-step instructions to support Research Degree Administrators manage the Admissions
Process up to and including enrolment and induction. It includes timescales and links to templates and associated
documents.
When to Apply
Students can apply at any time of the year if applying speculatively to the University or, if they are applying in response
to a specific advert for a studentship position or self-funded project, by the application closure date. Whilst students
may apply at any point during the year, there are three cohorts (September, January and April) on which they can start
their research degree, or in exceptional circumstances, they may start in July. Although, some faculties only have a
September start.
All applicants (even staff!) must use the standard Application Form to Study for a Postgraduate Research Degree. CVs
will not be accepted. Applicants’ requisite documentation must be included.
Application Enquiry
Student Enquiry
Responsible
Email sent to prospective applicant advising of the admissions process.
FRDA/Grad
School
Responsible
Application emailed
to
pgradmissions@mm
u.ac.uk or
posted/handed in to
the Graduate School
1. If hard copy received by Graduate School, scan in the Application Form
and file hard copy in the cabinet.
2. Email copy of the application form to the appropriate Faculty Research
Degree Administrator, cc in either Direct Admissions Team or
International Admissions Team.
3. Save an electronic copy of the Application Form to the memory stick.
4. Email the applicant to acknowledge receipt of the application.
5. Complete the database with the details of the application.
Graduate
School
Faculty Processing
1. If the Application Form is sent directly to FRDA, then email electronic copy
to either Direct Admissions or International Admissions and cc in Graduate
School.
2. If Application Form is received directly from Admissions, email a copy to
the Graduate School, for information.
3. Email the Application Form and proposal (the references and other
documentation are not required at this stage) to the Research Degrees Coordinator (or HFRD/specified academic) to undertake a first screening and
to check:
i)
The applicant meets the qualifications for entry.
ii)
There is supervisory expertise/interest/capacity within the
Faculty.
iii)
The quality of the proposal.
Provide a response time for an ‘in principle’ decision of 2 weeks.
NB: an ‘in principle’ decision relates to whether the application will be
progressed further to the interview stage or whether the application is
rejected.
4. Record the date on Faculty database/spreadsheet and indicate a return
date of 2 weeks.
5. Email applicant to acknowledge receipt:
i)
Request that further documentation is required to be submitted
within 2 weeks, i.e. outstanding references or documentation; or
ii)
Nothing further is required. Application is now being processed.
Application Received
FRDA
1
6. Confirm references are genuine when received, if you have any concerns.
Check on Google or contact the referee if you are uncertain using the
email template. References should be dated within the last 12 months.
7. Set reminder for deadline of 2 weeks (ie using Outlook calendar; email
flag) for the notification of the ‘in principle’ decision of the application.
Assessment (first stage for ‘in principle’ decision)
Assessment of
For speculative applicants, a potential DoS identified
Application Form
and Proposal
Application Form considered
1. If accept ‘in principle’, then progress to interview stage (pending
receipt of all documentation).
NB: Applicants who have been accepted ‘in principle’ have 7 days
to submit their documentation.
After the initial 7 days, send a final reminder email to provide
documentation within 7 days otherwise application will be closed
and not progressed any further.
2.
Responsible
HFRD/RDCo
FRDA
If reject, then FRDA sends email (cc Admissions) to applicant,
advising them that their application was unsuccessful.
Assessment (second stage for interview)
Responsible
Interview
Chair of the
Interview
Panel
1. Set date and book venue for interview
2. Send notification of the interview together with the venue details to
FRDA.
3. Hospitality to be booked for Interview Panel.
FRDA
1.
2.
3.
Applicant invited by email to attend face-to-face interview or
advised of time for Skype interview by FRDA.
Provide the Interview Panel with an electronic copy of
Application Form and other supporting documentation (where
necessary).
Provide the Chair of Interview Panel with Interview Form (RDInt).
1. During the Interview, the Panel must see the original and obtain a
copy of the ID and highest qualification in person from applicant on
the day of interview or emailed if via Skype.
2. Bench fees must also be discussed (if applicable)
3. RDInt Form completed by interview panel with feedback and sent to
FRDA.
Interview
Panel
Outcomes of Interview
Applicant
Unsuccessful
Applicant to be sent email and advised that they have been unsuccessful and
provided with feedback (if requested)
CC in Admissions (either Direct or International) ensuring full name of
applicant is in the subject box with the Applicant’s ID number.
FRDA
Applicant Successful
Home/EU Applicants only are sent email offer from the Faculty (For overseas FRDA
applicants, International Admissions must send out the offer) with detail of
the offer, including start date (ie, September, January, April, and
2
exceptionally July), tuition fees, bench fees (if applicable) and any conditions,
and asked to confirm by a specified deadline.
For Overseas Applicants, email International Admissions that the applicant
has been successful and attach the RDInt Form and any outstanding
documents from the Application Form.
Certain subject areas require ATAS clearance. See the link for further
information:
https://www.gov.uk/government/publications/phd-or-other-doctorallevelqualification-jacs-codes. In which case, the ATAS Form is required.
Applicant Accepts
Offer
1. Applicant returns reply slip and accepts offer of a place of study.
2. At this point, Finance should be made aware of the bench fee via
email to [email protected], if applicable.
3. Chase applicant for their reply slip, if not returned within 2 weeks
FRDA
Applicant
FRDA
FRDA
Admissions Status
For International Applicants, check the applicants status on QLS to ensure
conditions(where applicable) have been met. If met, ensure copy of offer
letter has been received for the students file. If not, chase International
Admissions to issue offer letter.
FRDA
1. Log into QLS and select ‘Admissions’ then ‘Admissions Management’.
2. Enter the applicant’s ID number (if known) or full name.
3. Click on ‘Application Details’. This will show the record for the course
they have applied for. At this stage it is a good idea to check that they
have been put onto the right course code and occurrence.
4. The stage code will reflect the status of the applicant. For example;
DIRCO = Conditional Offer
DIRCF = Conditional Firm Offer (the applicant has accepted)
DIRUO = Unconditional Offer
DIRUF = Unconditional Firm Offer (the applicant has met the
conditions and accepted).
3
5. Once an applicant has met the conditions of their offer, the Recruitment
and Admissions will need to see evidence of this to change their QLS
stage code to unconditional. You may also need to let them know that
they have accepted their offer (if they have come back to you rather than
than Admissions.) Only at the point where the stage code shows DIRUF
will their record appear in the ‘Enrolments’ side of QLS ready to enrol
onto.
6. To check this, click on ‘Enrolment’ and ‘Enrolment Management’ and
enter the applicant’s details.
7. If you then click on ‘Enrolment Details’ their record should appear
with a stage code of PR, ready for them to enrol onto.
8. If the screen is blank (as per the screen shot below) check with
admissions that they have received confirmation of the evidence and
acceptance.
4
9. On the PR enrolment record, input the Unit of Assessment (UoA)
data:
(a) On the right-hand side, click on ‘HESA AOS Details’.
(b) At the bottom of the form, click on the ‘REF Data’ button. This
brings up the form to input the UoA data.
(c) Input the Unit of Assessment value.
(d) input a default value of ‘Z’ in the Multiple Submission field.
(e) Input a default value of ‘100’ in the Percentage field.
(f) Use the tab key to tab the cursor across the form to ensure the
data is stored into the form properly. (A yellow record row line
displaying the data you have input should appear at the top of the
form.)
(g) Click ‘Save and Close’.
10. Check Tardis report, BIPBRES1658 - ‘HESA Review of Unit Assessment
Data for all current PGR Students’ for missing UoA data. This report
shows enrolled students only, not PR records.
Email Admissions to update QLS record for Home/EU students.
FRDA
Studentship Offers
For funded Studentship places, a separate offer letter (contract) is sent from the Graduate School detailing the
funding arrangements in addition to the offer letter for the place of study on the research degree.
Studentship Form
The DoS completes Studentship Form and sends to FRDA
DoS
Once the Studentship Form is checked, take a copy of Form for the student’s
file then send form to Graduate School.
For Faculty funded Studentships, obtain signatures from Faculty Accountant
before sending the Form to the Graduate School
FRDA
Signatures approving the Studentship obtained from Head of Graduate
School and Finance (the Finance Contact is dependant on the project code –
refer to Studentship Form)
Graduate
School
Studentship offer letter is sent out.
Graduate
School
Student
Student returns the offer letter completing the final page to accept
studentship
Graduate School sends paperwork to payroll to set full studentship up on the
HR payment system.
Graduate
School
A fees memo is sent to Finance for each studentship and cc’d FRDA. Memos
are required prior to enrolment for Faculty/Departmental funded staff or
students (see internal memo). This memo can arrange for the funding to be
Graduate
School
5
for the duration of the course, otherwise a memo will be required each year
of study.
Move-age Students
(Science &
Eng/Cheshire only)
GTA5s
NB: The application process is via the Move-age committee. Interviews are
held as normal.
DoS to send a completed Application Form to FRDA together with the RDINT
form following the interview identifying the outcome.
DoS
DoS completes Studentship Form and sends to FRDA indicating Move-age
student.
DoS
For overseas students, FRDA follows international admissions process as
normal to issue offer letter for the place of study.
FRDA
FRDA to send the Graduate School the completed Studentship Form.
FRDA
Graduate School processess via normal studentship process. A specific Moveage offer letter is issued from the Graduate School for the studentship.
Graduate
School
For Home/EU students, FRDA sends the Graduate School the completed
Studentship Form. FRDA to contact HR to issue the Move-age Employment
contract.
FRDA
Academic staff to liaise with HR regarding the sending out of offer letters for
GTA5s
Academic
staff
Enrol students with the full fee as per the fees list (adding GTA5 in the UFF
Instruction to Finance field) and ask the student to select the
Employer/Sponsor option during online enrolment and add ‘MMU GTA5’ in
the text field. Finance will sort things out internally afterwards.
FRDA
Finance will invoice in full and charge the full fee to the Department
therefore a sponsorship letter/email will be required signed by the budget
holder (budget code required). Copy the fees memo to the Graduate School
for information.
NB: The GTA5s will have 5 years of funding and will be encouraged to submit
at the end of the 5 years. However, as they are part-time students and to fit
with the research degree regulations they will formally have 6 years to
submit, therefore the final year they will need fund themselves should they
need it. The regs indicate that a PT student should dedicate at least 12 hours
to their research per week. The expectation is these students on GTA5
contracts should be able to commit more than the 12 hours per week to their
research but obviously not as many hours as a FT student at 35 hours.
Therefore, this is why they have been funded for 5 years.
Quick summary :
5 year contracts
All costs are covered from Depts’ AL budgets
Average of 250 L&T per annum spread over the 5 years as appropriate to the
student/team
Fixed salary of £1155.25 pcm for 5 years (2014-15 rates)
PT PhD fees covered for 5 years
6
Staff Fees Waiver
For staff who undertake a research degree on the Fee Waiver Scheme, please refer to the Fee Waiver administrative
notes for the procedures for processing the fee waiver.
Welcome email and DoS email
Welcome Email
(Send 6 weeks prior
to start)
Email to DoS
(send 7 to 10 days
before student(s)
start date
Enrolment
Welcome email includes details of how to enrol, proposed supervisory team
and when to arrange first supervisory meeting. Additional documents
accompany the welcome email as attachments.
FRDA
Send email to DoS informing them about the start of the new student(s) and
attach copy of the Induction Checklist (RDInduction). CC other members of
the Supervisory Team into the email.
FRDA
Pre-enrolment for
International
Students
Online Enrolment
If overseas, Tier 4 check required before enrolment – this is dealt with by
International Admissions.
NB: Students are sent details within the Welcome email of how to enrol
online.
Once enrolled, Student Billings will invoice for fees (and bench fees, if
applicable) to either the student or the sponsoring body.
FRDA
Instructions for QLS
Once the record has been set up in QLS for online enrolment, at this point
check the course (AoS) code, mode of attendance and year are correct.
Confirm the tuition fees and any bench fees (if applicable) via the
Unconfirmed Fee File on TARDIS
FRDA
Instructions for RMS
Enter student ID, press F8.
Click on Project Tab. Click on Mode press F9 then insert whether FT or PT
Insert:
- Insert thesis title. Click save changes
7
Induction
Graduate School
Induction Day
Insert Supervisory Team. Save changes.
Please provide contact details of all new students to the Graduate School.
FRDA
Invitations to the Induction Days emailed to students.
Graduate
School
FRDA
Faculty Induction
Details of Faculty specific Inductions sent out to students.
Induction with DoS
Email (see above) is sent to DoS together with Induction checklist 7 to 10
days prior to new students starting. Cc in the other members of the
Supervisory Team
FRDA
DoS
DoS needs to return completed checklist to FRDA for the student file.
8
2015
Admission for Research Degree Students
TEMPLATE EMAIL
Subject : Enquiry email
From: Faculty Research Degree Administrator
To: Prospective Student
Dear [insert name ],
Thank you for your email and for your interest in postgraduate research at Manchester Metropolitan University. In
order to formally apply for [insert degree] you will need to complete the PGR Application Form (attached) and return it
to [email protected]. Also attached are the Guidance Notes, Reference Form, and Self-Declaration Form.
Please pay particular attention to section 9, ‘Research Interest’. This section provides you with the opportunity to
introduce your research project to potential supervisors, and will be used to assess your suitability for postgraduate
research.
In addition to the PGR Application Form you will also need to provide the following documents in support of your
application:
-
x 2 references (at least one must be academic and from your most recent place of study)
o Please note that we can only accept references submitted in the following formats:
 On letter headed paper
 Stamped with the official stamp of the institution
 Sent from an academic email address (e.g. ac.uk)
-
Copies of academic transcripts and certificates (English translations where applicable)
-
For EU/INTERNATIONAL STUDENTS ONLY. Evidence of English language proficiency.
o
-
Please visit our International website for details on language requirements
 http://www2.mmu.ac.uk/international/courses/english-language-requirements/
A copy of your current passport
If you have any questions regarding the application process, please do not hesitate to contact me or a member of the
Faculty Graduate School ([email protected]).
[Edit for International Students only]
The Admissions process for a research degree at the University includes assessment of your application form along with your
supporting documents and an interview with a potential supervisor. Some applicants may also need to apply for an ATAS certificate
(depending on the research subject) and a visa to study in the UK. You should therefore ensure that you apply with enough time to
complete this process. The University has 3 possible start dates for research which are September, January and April.
9
We look forward to receiving your completed application.
Best wishes,
10
2015
Admission for Research Degree Students
TEMPLATE EMAIL
Subject : Application Received
From: Graduate School
To: FRDA
Cc: International Admissions or Direct Admissions
Hi
Please find attached application and supporting documentation received from [name of applicant].
I will contact [name of applicant] to acknowledge receipt, forward to them your contact details and mention you will be
contacting him/her in due course.
Best wishes
11
2015
Admission for Research Degree Students
TEMPLATE EMAIL
Subject : Application Received
From: Graduate School
To: Applicant
Dear [applicants’s name]
Thank you for your application and supporting documentation.
This has now been forwarded to [name of FRDA], who is the Research Degrees Administrator in [name of Faculty] for
processing and he/she will contact you in due course.
If you need to contact [name of FRDA] on the progress of your application, these are their details: email: [contact
email] telephone: [tel number]
Kind regards
12
2015
Admission for Research Degree Students
TEMPLATE EMAIL
Subject : Research Degree Application
From: Faculty Research Degree Administrator
To: Research Degrees Co-ordinator, HFRD,
Dear
Please find attached an Application Form and proposal from [name of applicant] who is applying to undertake a [insert
degree, ie, PhD]
Based on the application, I would appreciate it if you could undertake a first screening of the application to check the:
i)
ii)
iii)
The qualifications for entry
There is supervisory expertise/interest/capacity within the Department/Faculty
Quality of the proposal
Please let me know your ‘in principle’ decision on the application by [insert two week deadline for response]
NB: The ‘in principle’ decision refers to whether the application should be progressed further or the application should
be rejected.
13
2015
Admission for Research Degree Students
TEMPLATE EMAIL
Subject : Application Received email
From: Faculty Research Degree Administrator
To: Applicant
Dear
Thank you for submitting your application to study for a [insert degree] in the [insert Faculty] at Manchester
Metropolitan University. Your application has now been forwarded to the [insert title, eg, Research Degrees Coordinator (RDCo)] within the relevant [insert Dept/School] for review. If your application is accepted ‘in principle’ and a
suitable Supervisory Team can be identified, you will be invited to a formal interview before a final decision is made.
If the application was incomplete, insert/adapt the following
In the meantime could you please provide the following by [insert 2 week deadline date]:
1)
Your 2 references (at least one must be academic and from your most recent place of study)
o Please note that we can only accept references submitted in the following formats:
 On letter headed paper
 Stamped with the official stamp of the institution
 Sent from an academic email address (e.g. ac.uk)
2)
Copies of academic transcripts and certificates (and the English translations where applicable)
o For EU/INTERNATIONAL STUDENTS ONLY. Your evidence of English language proficiency.
Please visit our International website for details on language requirements
 http://www2.mmu.ac.uk/international/courses/english-language-requirements/
A copy of your current passport
3)
Once we have received all your documentation, please expect to hear back from us within 4 weeks.
If you have any questions please do not hesitate to contact me.
Best wishes,
14
2015
Admission for Research Degree Students
TEMPLATE EMAIL
Subject : Documentation Required for Application
From: Faculty Research Degree Administrator
To: Applicant
Dear
Following the submission of you application to study for a [insert degree], I emailed on the [insert date] as a reminder to
submit the following documentation to support your application:
[insert documents required]
Please could you send these as a matter of urgency and by the latest of [insert 7 days]
Thanks in advance.
15
2015
Admission for Research Degree Students
TEMPLATE EMAIL
Subject : Final reminder for documentation
From: Faculty Research Degree Administrator
To: Applicant
Dear
This is a final reminder that your application to undertake a [insert degree] cannot be considered further unless we
receive the following documentation to support your application within the next 7 days or by [insert date]:
[insert documentation required]
If we do not receive the documentation by this date, unfortunately, your application will be closed.
16
2015
Admission for Research Degree Students
TEMPLATE EMAIL
Subject : Application closed/unsuccessful
From: Faculty Research Degree Administrator
To: Applicant
CC: Direct or International Admissions
Dear ,
I am writing to you following your recent application for [insert degree applied for] at Manchester Metropolitan
University. Unfortunately, on this occasion, your application has been unsuccessful.
[Insert reason, eg, documentation not received in time, unsuitable application, unable to provide supervisory team, etc]
If you have any further questions, please do not hesitate to contact me. I wish you all the best in your future academic
pursuits.
Best wishes,
17
2015
Admission for Research Degree Students
TEMPLATE EMAIL
Subject : Interview
From: Faculty Research Degree Administrator
To: Applicant
Dear
I am pleased to invite you for an interview to undertake a [insert degree] at Manchester Metropolitan University
The arrangements for the interview are as follows:
Date: [insert date]
Time in the UK: [insert time]
Building: [insert venue] Room: [insert room number]
The Interview Panel will consist of: [insert names]
Please click on the link for the campus map, and travel information:
http://www2.mmu.ac.uk/travel/manchester/ or http://www2.mmu.ac.uk/travel/cheshire/
If you require car parking, please let me know 2 days in advance and I will make arrangements for you. Please send me
your car registration number. There is car parking information on the above webpage
On arrival, please report to [insert where] .
If the interview is on Skype, adapt the above and insert the following sentence:
We will be using this Skype id to call you: [insert skype id]
Please let us know if you have any requirements regarding accessibility.
Best wishes
18
2015
2015
Admission for Research Degree Students
TEMPLATE EMAIL
Subject: Email to accompany offer letter
From: Faculty Research Degree Administrator
To: Applicant
Dear [insert applicant’s name],
Following the submission of your application for [insert degree], I am delighted to inform you that we are able to offer
you a [insert unconditional/conditional] place of study at Manchester Metropolitan University. Please find attached a
copy of your official offer letter. The conditions of your offer are detailed in the letter.
Please complete the reply slip to either accept or decline this offer, and return it to [insert email address]. Once we have
received confirmation that you wish to accept the place of study, we will send you your formal welcome email, which
provides details of how to enrol at the University.
If you have been successful in obtaining a Studentship position, you will be sent a separate offer letter from the
Graduate School detailing the conditions of the funding and the studentship, which you will need to return to them.
If you accept the offer, you will be sent a welcome email approximately six weeks before you are due to start outlining
further details about enrolment, etc.
If you have any questions please do not hesitate to contact me.
We look forward to welcoming you in [insert month].
Best wishes,
19
2015
Admission for Research Degree Students
TEMPLATE OFFER LETTER FOR HOME/EU STUDENTS
Date
Insert Name
Insert Address
Dear [insert name]
Successful application: [insert name of award]
This letter is to confirm that following receipt of your application and the formal interview that took
place recently, we are pleased to accept you onto the research degree programme. Congratulations!
I am pleased to inform you that I am able to make you a [insert conditional or unconditional] offer
for your [insert award] studies.
[Insert any conditions here]
The details of the offer are as follows:-
Programme Name:
Faculty/Department
Start Date:
Mode of Attendance:
Duration of Programme:
Expected Date of Completion:
Tuition Fees:
Bench Fees (if applicable):
Proposed Director of Studies:
Proposed supervisors:
[insert award]
[insert name]
[insert start date]
[Full Time or Part Time]
[insert number of years]
Thesis Submission Date –
[Insert month and year]
Conferment Deadline –
[Insert month and year]
[Insert]
[Insert name]
[Insert name(s)]
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[For Business/Education students: PhD students only: “As part of your PhD offer you will be required to
complete the doctoral training programme”). For MPhil/PhD students: “You will initially be enrolled for
Master of Philosophy with the possibility of transfer to Doctor of Philosophy within 12-18 months of fulltime study or 24-36 months of part-time study (delete as appropriate)].
This offer is made to you by the University on the basis that if you accept the offer you thereby signify your
consent to the ‘Conditions Applicable to the Provision of the Manchester Metropolitan University’s
(‘MMU’) Education Services’. These conditions can be found on the University website at:
www.mmu.ac.uk/studenthandbook.
You can find the latest version of the Postgraduate Research Degree Regulations and Institutional Code of Practice on
the Graduate School website along with the Research Student Handbook at: http://www2.mmu.ac.uk/graduateschool/regulations-cop-supporting-material/
If you have any further questions, please do not hesitate to contact me (email [insert email] or telephone 0161 247 [insert
extension].) If you have any questions relating to academic issues of your research, please contact your proposed Director
of Studies above.
Yours sincerely
Cc
Director of Studies
*Based on 2015/16 tuition fee. Can be subject to change. Tuition fee charged per year for duration of the degree.
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OFFER REPLY SLIP
Name: [Insert students name]
Course:
MMU ID: [Insert students ID]
[insert name of award]
I accept the un/conditional (delete as appropriate) place offered to me on the
above programme at the Manchester Metropolitan University commencing on
the start date of [insert start date]
I decline* the un/conditional (delete as appropriate) place offered to me on the
above programme at the Manchester Metropolitan University.
Please tick  appropriate box
*We would be grateful if you would indicate below your reasons for declining this place.
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Do you have any disabilities or special needs?* If yes, please 
*If you have ticked ‘Yes’ to this question, please be advised to contact the Disability Service before your course starts
to allow sufficient time for any support arrangements to be put in place prior to you commencing your research
degree. They can be contacted at [email protected] or telephone 0161 247 3491. Further
information is available on the website at http://www.mmu.ac.uk/sas/studentservices/learner-development/.
Signed: ………………………………………
Date: …………………..
Please email this reply slip as soon as possible to:
[Insert name and email address]
22
2015
Admission for Research Degree Students
EXAMPLE OF THE INTERNATIONAL OFFER LETTER [to be sent out by MMUI only]
MMU ID Number: <<MMU ID>>
Date of Birth: <<Date of birth>>
DATE
<<Title>> <<Forename>> <<Surname>>
<<Correspondence address>>
Dear <<Title>> <<Surname>>,
Thank you for your application. We are pleased to make you a conditional offer to study at Manchester Metropolitan
University. The details of your offer are:
Programme Name:
Agreed Research Title:
JACS Code:
Faculty:
Course Start Date:
Tuition Fees:
Tuition Fee Deposit:
Campus:
Mode of Attendance:
Date of Completion:
Director of Studies:
Proposed Supervisor(s):
Estimated Costs of Living:
<<Course title>>
<<JACS code>>
<<Faculty>>
<<course start date>>
<<course fee>> per year*
£<<deposit amount>>
<<?>>
Full-time
<<course end date>>**
£1015 per month of study
*Your CAS statement or your University Confirmation letter (whichever is the more recent) will be final confirmation of your tuition
fees.
** **All research and the writing up of the thesis will be completed during the first three years of the PhD programme. The final
thesis should be submitted at the end of the third year and students will enrol for a fourth year. During the fourth year of the PhD
programme, students are expected to attend regular meetings with their Supervisory Team to prepare for their oral examination
(Viva voce) and if they wish complete a mock oral examination. It is expected that the oral examination will take place within the
fourth year and there will be time to complete any amendments required by the end of the fourth year. Providing the thesis is
submitted on time you would enrol for the fourth year and would not normally be liable for any further fees. However, the
exceptions to this would be in the first instance, the late submission of the thesis where the non-submission fee is payable or secondly,
where the thesis is referred for further work prior to the viva or the outcome of the viva is a resubmission in which case these two
instances would incur pro-rata tuition fees.
Condition(s):
<<offer text>>
To accept or decline your offer please email the International Admissions Team: [email protected].
Once you have met the academic conditions, you should send evidence of this to the International Admissions Team.
23
You have been assessed as an overseas student for fee purposes. If you take a break from your studies, or you do not
complete the course by the normal date of completion, the tuition fee payable may be subject to change. Please
contact a member of the Student Billings Team by email if you need further information: [email protected].
Please note that the Tuition Fee Deposit is payable for each year of your studies. You should not make your first year
deposit payment until you have met the academic condition(s) of your offer. Alternatively, you can supply
satisfactory evidence of sponsorship. In some cases a deposit will be required from a sponsor.
If you require a Tier 4 student visa, you will need a CAS number. You can request a CAS number after you have
accepted your offer and have met all the offer conditions.
Please read the online “Congratulations on your offer” brochure at
www.mmu.ac.uk/international/yourofferbrochure. It contains important and useful information about how to apply
for a UK study visa, accommodation and paying tuition fees.
If you have a disability and feel you may need additional support whilst at university, please contact the Learner
Development Service on: +44(0)161 247 3491 or: [email protected] as soon as possible to discuss
how MMU might be able to meet any additional study support or accommodation needs.
There is a popular Welcome programme with a series of trips, presentations and events taking place at the start of
term. Please note that it is compulsory to attend your pre-enrolment session, but other activities are optional.
By accepting this offer you consent to the ‘Conditions Applicable to the Provision of the Manchester Metropolitan
University’s (‘MMU’) Education Services’ which can be found at www.mmu.ac.uk/studenthandbook.
If you have any questions please contact International Admissions on [email protected] or +44
(0)161 247 2968.
Yours sincerely,
International Admissions Team
24
2015
Admission for Research Degree Students
TEMPLATE
TEMPLATE EMAIL
EMAIL
Subject
emailOffer
Subject :: Welcome
Unconditional
From:
From: Faculty
Faculty Research
Research Degree
Degree Administrator
Administrator
To:
Student
To: Student
CC: DoS
Date
Insert Name
Insert Address
Dear [insert name]
Welcome to the Manchester Metropolitan University and congratulations on starting your research degree.
Your [insert research degree] starts on [insert start date] and you will be based within the Faculty of [insert
Faculty title] in the [insert name of building/campus].
Before you arrive:

You will need to enrol online. Please go to www.mmu.ac.uk/enrol and follow the instructions to complete
your online enrolment. Please note you must enrol by [insert date] Failure to do this will result in you
being withdrawn from the course. You are required to re-enrol every year around the anniversary of when
you first started your research degree at the University and need to continue to re-enrol until you are
awarded your degree. If you have queries regarding enrolment, please contact the enrolments team on
0161 247 5959 or [email protected]. International Students can only enrol online once you have
attended a pre-enrolment session with MMU International (see below).

Pay your fees. You will be asked to pay your fees and select a payment method when you enrol online.
For further information about paying your fees, please see http://www.finance.mmu.ac.uk/students/
If your fees are being paid by a sponsor you will need to provide a letter (on headed paper) stating that
your sponsor will be paying your fees. The letter should state the number of years that they will be
responsible for payment of your fees. There is a sponsor letter template available from the Finance
Website. Please send a copy of the letter to your Faculty Research Degrees Administrator.

Access the Regulations and Supporting Documents for your degree. The Code of Practice, the Regulations
for Postgraduate Research Programmes of the University and the Research Student Handbook can all be
downloaded via the following link:
http://www2.mmu.ac.uk/graduate-school/regulations-cop-supporting-material/
25
By enrolling with MMU you will be accepting the regulations and terms and conditions of the University.

Information for International students. If you are a student from outside the EU, you should receive some
information from the University’s International Office about the Airport Welcome Scheme and preenrolment sessions. If you do not receive this, please go to:
https://www2.mmu.ac.uk/international/pre-departure-and-arrival/
Details of the Airport Welcome Scheme are available at:
https://www2.mmu.ac.uk/international/pre-departure-and-arrival/airport-welcome/
Details of the pre-enrolment and welcome sessions are available at:
https://www2.mmu.ac.uk/international/pre-departure-and-arrival/welcome-and-pre-enrolment/



Information for students with a disability or other learning need. If you require additional support or
modifications to the approved programme, you should contact the University’s Learner Development
Service as soon as possible at [email protected] or by telephoning 0161 247 3491. Further
information is available at:
http://www.mmu.ac.uk/sas/studentservices/learner-development/
When you arrive:
You are provided with a Supervisory Team to guide you through your research degree. Your proposed Director
of Studies (DoS) will be your main contact and is [provide name and contact details]. Please arrange to meet
[him/her] within one week of your start date to discuss the following:




Your research project and the process of undertaking a research degree
The completion of your RD1 (Registration) Form and how to write your proposal. Your RD1 Form must be
submitted by [provide date]
A schedule for supervisory meetings and the completion of the RD9 (Record of Meetings) form. You
must complete at least six RD9 forms throughout the academic year, i.e., one RD9 form to be completed
approximately every 2 months
Your skills development. The University provides a Research Student Development Programme and your
Faculty may also run workshops and seminar series to develop your skills as a researcher.
The University Graduate School website provides a wealth of information to support you whilst you are
undertaking your research degree and is where you can access the above forms that are required.
After you have started:
 Collect your student ID card from your local Student Hub within your first week of starting. The
enrolment process is not completed until you have collected your card and had it activated by a
member of the Hub staff. During term-time, the Hub opening hours are [provide opening hours].
 Attend the University Induction Day. Details of the University Induction [NB: for distance learning
students, please indicate that they will be invited to participate in the Online Induction] will be emailed
to you by the University Graduate School once you have enrolled. Please note that attendance is
mandatory. You will have the opportunity to meet other new students and be provided with valuable
information to guide you through your research degree. It is beneficial to attend the Induction Day at
your earliest opportunity.
 Attend your Faculty Induction Programme [if provided insert details].
26
 Don’t forget to check your MMU email address regularly. This will be used for all official
correspondence from the University.
Please join our online Research Student Community on Facebook to network with other research students. We
also have a Moodle area, to which you’ll be provided with access and a Twitter account where we tweet about
research degree related items.
Finally, I am your Faculty Research Degrees Administrator and the administrative contact for the Faculty. If you
have any questions, please do not hesitate to contact me [provide your contact details].
27
2015
Admission for Research Degree Students
TEMPLATE EMAIL
Subject : Your new research degree student
From: Faculty Research Degree Administrator
To: DoS
CC: others supervisors, Research Degrees Co-ordinator
Hi
I am pleased to inform you that your new research student(s), [insert name(s)], will start their research degree on
[insert date]. [Insert He/She/they] will be contacting you within the first week to arrange their first supervisory meeting.
I have attached an Induction Checklist for your convenience to guide you through the process of inducting a new
research student into the Faculty. I would appreciate it if you could both sign the checklist and return it to me when you
have conducted the meeting.
Please note the following points:
1) Your student will need to submit their RD1 (Application for Registration) by [insert date]
2) If you have not undertaken Supervisory Training within the past 3 years, you will need to book onto a workshop
run by the Graduate School prior to the submission of the RD1 Form by the student.
To book, click on MyHR -> the My Training tab -> course catalogue -> Graduate School then select workshop
3) New students are required to attend the Induction Day at the earliest opportunity and will be sent an invitation
from the Graduate School. Details of the dates are available here.
4) All students are required to complete at least six RD9 forms per year. This form is to record the actions from
formal supervisory meetings and a copy should be lodged on the student file with your Faculty Research Degree
Administrator.
5) The Research Student Journey is available from the Graduate School website and is a useful aide memoir of the
key milestones within the research degree.
6) The Graduate School website provides a wealth of information to support you in your role as Director of
Studies. Please access the Research Degree Regulations, Institutional Code of Practice and Research Student
Handbook for further information here. The Research Degree Forms are available online here.
7) All students are expected to engage with the Researcher Development Framework (RDF) and are required to
undertake a programme of supporting studies throughout the duration of their research degree, to gain
research and employability/transferable skills. Further information on the RDF is available from the Graduate
School website here
8) If a student has any problems or issues that prevent them from studying, please advise them to suspend (RD5)
their studies at the earliest opportunity, as retrospective suspensions of more than 1 month backdating cannot
always be approved.
Please do not hesitate to contact me if you have any queries or require further guidance on any procedures.
28
Student and Academic Services
Graduate School
Form RD INDUCTION
The Director of Studies should complete the Induction Checklist at the first meeting with a new research student.
Name of Student:
SECTION 1
Checklist
tick
Introduction to University/Faculty/Department/School.
Inform students about the role of the Head of Faculty Research Degrees, the Research Degrees Coordinator and Faculty Research Degree Admin teams.
Discuss any department customs and practices, seminar series, social activities.
Discuss attendance at a Graduate School Induction Day and any Faculty Induction event.
Discuss the supervisory expectations, frequency of meetings, recording of meetings using RD9 Form.
Inform students where they can collect their ID card from.
Show them the facilities (toilet facilities, food and drink facilities, research facilities and their desk space)
and discuss the security of possessions.
Explain computer and email account set up.
Ensure they are familiar with the Graduate School Website and the importance of familiarising themselves
with the key milestones of their student journey, where they can access the Research Degree Regulations,
Code of Practice and Student Handbook and the Research Degree Forms.
Discuss any reasonable adjustments required for students who have declared a disability (opportunity to
issue disclosure guidance where necessary) and advise them to contact the Disability Service if a PLP is
required.
Discuss the importance of reading and ensuring familiarity with the terms set out in the University’s IT
policies, particularly the Acceptable Use and the Information Security Policy.
Discuss annual leave for research students (35 days leave plus bank holidays/university closure days for FT
students)
Explain communication systems, emails, Moodle, Student Reps, the Research Student Community
Discuss Training and Skills Development opportunities and explain the Researcher Development
Framework (RDF)
Explain access to library resources
Discuss health and safety. Explain the location of fire drill and alarm, location of fire exits and assembly
points, check whether the student requires a Personal Evacuation Plan (PEEP), explain the accident
reporting procedure and discuss any protective clothing/equipment or COSHH requirements (where
applicable)
29
SECTION 1 Continued
Checklist
Raise awareness of MMU’s environmental sustainability policy.
Raise awareness of MMU’s Ethical Framework and Good Research Practice. Discuss data protection and
research misconduct policies.
Explain the location of multi-faith rooms.
Discussion of any other Faculty, Departmental specific information as listed below:
SECTION 2
Questions raised by the student:
SECTION 3
Confirmation
Date of Induction meeting
Signed:
Date:
(Director of Studies)
Date:
Signed:
(Student)
Once completed, please send the signed copy of this checklist to your Faculty Research Degree Ad
30
Author: (Name, Dept)
Approved by: (Role/Committee)
Published:
Clare Holdcroft, Graduate School
Version
Graduate School Manager
Approved Date
Graduate School Website / Intranet (delete as appropriate)
2
27/01/2016
31