Code of Practice for Supervisors and Research Students - August 2021 - The ...
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Code of Practice
for Supervisors and
Research Students
August 2021
Code of Practice
for Supervisors and Research Students
Introduction .........................................................................................................................................4
1. Roles and responsibilities............................................................................................................5
1.1 Students’ responsibilities..................................................................................................5
1.2 Supervisors’ responsibilities.............................................................................................6
1.3 The College Committee....................................................................................................8
2. Student-Supervisor relationship..................................................................................................9
2.1 Contact and supervisory meetings...................................................................................9
2.2 What happens if the supervisory relationship breaks down...........................................10
3. Annual progression review........................................................................................................11
3.1 Annual progression review process................................................................................11
3.2 Problems with progress..................................................................................................13
4. Thesis preparation and assessment.........................................................................................14
4.1 The thesis.......................................................................................................................14
4.2 Thesis preparation..........................................................................................................14
4.3 Thesis submission..........................................................................................................15
4.4 Thesis assessment.........................................................................................................15
4.5 Thesis corrections...........................................................................................................17
4.6 Thesis resubmission.......................................................................................................18
4.7 Final thesis submission..................................................................................................18
5. Absences and concessions.......................................................................................................19
5.1 Leave of absence...........................................................................................................19
5.2 Interruptions of study .....................................................................................................20
5.3 Extensions of study........................................................................................................20
5.4 Adverse circumstances affecting studies and assessment............................................21
5.5 Withdrawal from studies.................................................................................................22
5.6 Exclusion from studies....................................................................................................22
5.7 Vacation leave................................................................................................................23
5.8 Student maternity and parental leave.............................................................................23
6. Other support and information..................................................................................................24
6.1 Resolving problems........................................................................................................24
6.2 Programme handbooks..................................................................................................24
6.3 Student support services................................................................................................25
6.4 Wellbeing support services ............................................................................................28
6.5 Research and skills training and support for students ...................................................28
6.6 Training and support for supervisors..............................................................................29
6.7 Students working during study.......................................................................................29
6.8 Fees and funding............................................................................................................30
6.9 Degree and assessment regulations and other University policies................................30
6.10 Student appeals..............................................................................................................31
6.11 Complaints......................................................................................................................31
6.12 Student conduct..............................................................................................................31
6.13 Links to useful resources................................................................................................32
3
Code of Practice for Supervisors and Research Students
Introduction
The University aims to give research students an
exceptional and distinctive experience that prepares
them to make significant contributions to knowledge
during and beyond their period of study.
This Code provides guidance and through Doctoral Training Centres), some
practical advice for research students of the arrangements for supervision,
to assist them in maximising their assessment and support may differ from
potential. It also provides guidance and those described in the Code.
practical advice to support supervisors in
undertaking their crucial roles. The Code is not part of the University’s
formal regulatory framework. It should
Since the University has a diverse be read in conjunction with the formal
research community with a variety of requirements set out in the University’s
practices, this Code highlights common Postgraduate Degree Regulations,
features and should be read along Postgraduate Assessment Regulations
with School and programme-specific for Research Degrees, and other relevant
information. University policies and regulations, many
of which are referenced in the Code.
Most aspects of the Code are relevant to
distance programmes, however where
different arrangements apply these will
be highlighted in the relevant programme
handbooks. The Code focuses primarily
on students and supervisors of Doctor
of Philosophy (PhD) and Master of
Philosophy (MPhil) programmes and
many aspects are also relevant to MSc
by Research programmes. However
some MSc by Research programmes
may have different arrangements
for supervision and assessment and
these will be highlighted in the relevant
programme handbook. Where students
are studying on jointly delivered research
degree programmes (for example
4
Code of Practice for Supervisors and Research Students
1. Roles and
responsibilities
At the University of Edinburgh, each student is
supervised by a team of at least two supervisors;
a Principal (or “Lead”) Supervisor, and either a
Co-Supervisor or Assistant Supervisor, who are
appointed by the College.
The nature of the research project and Research students have particular
the best interests of the student will responsibilities for:
determine the makeup of the supervisory
team and the key responsibilities of each The research project
member of the supervision team must be
agreed by the team at the beginning of • Fulfilling the requirements of their
the student’s programme. degree programme (PhD, MPhil, MSc
by Research or taught professional
However the responsibilities are doctorate) including any requirements
distributed, all supervisors are expected for annual progression review.
to take an active role in supervision and
all have a responsibility towards the • Taking advantage of the facilities and
student. supervision offered by the University.
• Working as a professional,
independent researcher accountable
1.1 Students’ for the development of their own
responsibilities research.
All students are expected to comply with • Maintaining ethical standards in the
the University’s policies, regulations design, conduct and reporting of
and procedures which along with their research.
programme handbook, other programme • Working diligently and effectively
information and the terms and conditions throughout their studies.
of admission, form the contract between
the student and University during their • Following the rules of any other
studies. university, Associated Institution (see
1.2.4), company or other organisation
University Student Contract that they are studying with as part of
their programme.
5
Code of Practice for Supervisors and Research Students
The thesis Training and development
The thesis may take various different • Taking advantage of available
formats, such as a portfolio (see research skills training.
4.1). Throughout this document, the
term “thesis” is used to represent the • Reflecting on their broader
assessment submission. transferable skills and professional
development, and engaging with
• Submitting a thesis, or portfolio appropriate training opportunities.
representing the student’s research
and findings. The programme • Participating in any training that is a
handbook will give details on what required part of the programme.
is expected to be submitted for
assessment. Resolving problems
• Producing, on time, a thesis that meets • Actively seeking advice and help from
the criteria set out in the Postgraduate the sources identified in this Code if
Degree Regulations and Postgraduate problems arise.
Assessment Regulations for Research • Notifying their Principal Supervisor,
Degrees. or other relevant staff, of any special
• Taking full responsibility for the quality circumstances affecting their studies or
of the thesis submitted for assessment assessment (see 5.4).
(while the supervisor may advise
on whether they think work is ready
for submission, their opinion carries 1.2 Supervisors’
no guarantee of success in the
assessment).
responsibilities
1.2.1 Principal/Lead Supervisor
Supervision
• Making themselves available at Role
times agreed and maintaining regular The Principal Supervisor, sometimes
contact with their supervisors. referred to as Lead Supervisor in a Co-
Supervisory team (see 1.2.2 below), has
• Producing a record of each key
the main responsibility for supervision
supervision meeting and forwarding it
arrangements and guidance for the
to their supervisor for agreement.
student throughout their programme of
• Discussing any proposed employment study.
with their supervisor to ensure it does
This includes taking overall responsibility
not impede the successful completion
for:
of the students’ programme of study.
• The administrative aspects of
supervision, for example submitting
requests for leave of absence or
interruption of studies and ensuring
minimum contact requirements are met.
• Ensuring appropriate approval for
any co-supervision arrangements is
obtained from College.
6
Code of Practice for Supervisors and Research Students
• Ensuring the student’s progress is 1.2.4 Supervisors in Associated
reviewed for each year of study. Institutions
• Providing advice on pastoral support The University recognises as “Associated
as well as academic matters. Institutions” a range of non-commercial
and non-degree-awarding organisations
• Ensuring the student’s intellectual with which it collaborates on teaching,
property is respected. research and services to the community.
• Leading on initial and ongoing Staff working in Associated Institutions
discussions with the supervisory team acting as supervisors for the University’s
to negotiate and agree on roles and students have the same responsibilities
responsibilities for each team member. as University of Edinburgh supervisors,
and the same requirement to attend the
• Ensuring the student is aware of University’s supervisor briefing sessions.
the responsibilities of individual
supervisory team members. If the Principal Supervisor is from an
Associated Institution, then the University
• Communication within the supervisory Supervisor and School Postgraduate
team. Director are responsible for:
• Ensuring that the Associated Institution
1.2.2 Co-Supervisor Principal Supervisor has read the
Role University’s regulations and policies.
A co-supervision model may be chosen • Ensuring student progress is
when it is clear that the student’s work monitored in line with the University’s
involves interdisciplinary research. When regulations and policies.
this model is chosen, the Co-Supervisor
will play a major role in supervising
1.2.5 Responsibilities of the
the research project. The division of
responsibilities between the Principal or
supervisory team
Lead Supervisor and the Co-Supervisor The supervisory team should meet
must be agreed upon at the outset of the as soon as possible once supervisory
co-supervisory arrangement. arrangements are confirmed. At the first
meeting, the team should discuss the
1.2.3 Assistant Supervisor following responsibilities and decide how
to ensure that all of them are covered.
Role
• Introducing the student to the subject
The Assistant Supervisor’s role area, its facilities and procedures,
involves fewer responsibilities than and to other research students
the Principal Supervisor, but in some and relevant staff in the School.
cases may include closer day-to-day For distance PhD students these
involvement in the student’s research. introductions may be virtual.
Assistant Supervisors may also provide
complementary expertise, such as • Advising the student on the key
specialised knowledge of a particular milestones of the degree, drawing
technique, or depending on the work up a research plan and timetable for
context, day-to-day supervision in some producing the thesis.
cases.
7
Code of Practice for Supervisors and Research Students
• Advising the student on research
ethics and integrity, including obtaining
ethical approval.
• Advising the student on facilities
required for the research and
supporting the student in accessing
these.
• Advising the student on how to
prepare for annual progression review
and the viva voce examination.
• Agreeing the frequency of supervision
meetings and the means of recording
meetings (see 2.1).
• Organising regular meetings to discuss
all matters relating to the student’s
research, including feedback on The supervisors should revisit the
written work. distribution of supervisory responsibilities
again at the student’s annual progression
• Advising on the student’s professional review and at other times as necessary.
development needs at the start of
the programme and reviewing these
throughout the student’s studies. 1.3 The College
• Encouraging students to develop Committee
transferable skills and to attend
appropriate training courses where Each College has a specific committee
possible. with responsibility for postgraduate
research matters. The committee’s name
• Advising the student on where to find may vary by College, but it will have
appropriate sources of additional overall responsibility for postgraduate
support and signposting University research supervision, annual
student support services details progression review decisions (based on
included in section 6.3. recommendations from Schools) and
authorising periods of leave or changes
• Ensuring the student is aware of
to study periods. In practice, Colleges
relevant health and safety policies and
may delegate some of these decision-
procedures.
making responsibilities to Schools (for
• Encouraging the student to become example the Postgraduate Director).
an active member of the research The College Committee also acts as the
community, for example by advising Board of Examiners for postgraduate
on attendance at relevant conferences research degree awards. Throughout this
and supporting the student in seeking document the term “College Committee”
funding for such events. is used to refer to all these roles.
8
Code of Practice for Supervisors and Research Students
2. Student-Supervisor
relationship
The student-supervisor relationship is vital to all
research degrees. Therefore close contact between
supervisors and students is essential.
Respect, trust, confidence and If the Principal Supervisor is absent
fairness are essential elements of for more than six consecutive weeks,
the student-supervisor relationship. the College will ensure alternative
Most interpersonal problems between supervision arrangements are in place.
students and supervisors can be avoided
if students and supervisors contribute Agreeing the purpose and
responsibly and professionally to their
frequency of supervisory meetings
working relationship by being respectful,
courteous, punctual and conscientious. Students must maintain contact with
their supervisor as required and at
The University’s Dignity and Respect least twice in every three month period.
policy promotes a positive working and It is important that both student and
studying culture which every student and supervisory team agree, at the start of
member of staff contributes to and within the programme, how often meetings will
which they can fulfil their potential. be held and the purpose of meetings.
Dignity and Respect Policy It is important that students can easily
contact their supervisors for advice, so
supervisors may also be available for
2.1 Contact and additional non-scheduled meetings.
Students can initiate meetings but
supervisory meetings supervisors need to ensure that the
minimum contact requirements are met.
Students rely on contact with their
supervisors for guidance and intellectual The amount of contact between student
input to their research. Supervision and supervisors will vary depending on
meetings provide time for discussing all the length of the programme, how the
matters relating to the student’s research research is being done and how much
and development, including feedback support the student needs. For example,
on written work. Meetings and regular there may be more meetings in the first
contact may take place face-to-face or few months when the research project is
online. being defined.
9
Code of Practice for Supervisors and Research Students
Sometimes supervision will be at
distance, for example if the student is
2.2 What happens
working away from Edinburgh or is on a if the supervisory
recognised distance learning programme.
The supervisory team and the student
relationship breaks
will need to make sure arrangements are down
in place to support distance supervision,
If the supervisory relationship seems
for example internet access and consider
to have broken down, students
any time differences at the student’s
or supervisors can contact their
location.
Postgraduate Adviser or School
Postgraduate Director. If they cannot
Keeping records of supervisory resolve the problem then the School
meetings Postgraduate Director or the student
Recording supervisory meetings helps can contact the Secretary or Chair of the
the student and supervisory team keep College Committee. If there are problems
track of actions and decisions. Therefore, with the supervisory relationship then
students should provide their Principal University staff will respect confidentially
Supervisor with a written note including: and limit disclosures to as few colleagues
as necessary to resolve the problem.
• The date and purpose of the meeting.
If there appears to be a breakdown in
• Any problems identified. the student-supervisor relationship and
problems are not able to be resolved
• Action points.
locally, both the supervisor and the
student should consider mediation.
Mediation is a voluntary process,
however the University will always try to
resolve conflict in a positive way. That
means that the parties who are in conflict
should give informed consideration to
mediation as a way of resolving the
conflict. Schools can request mediation
from the College which can contact
the University’s accredited mediator in
Human Resources for advice.
Support for students experiencing
problems with the supervisory
relationship is available from the
Students’ Association’s Advice Place.
10Code of Practice for Supervisors and Research Students
3. Annual progression
review
Keeping on track with research can be challenging
for students. Annual progression review meetings
provide an opportunity to monitor and support
students in maximising their chance of successfully
completing on time.
For students to benefit fully from annual
progression reviews it is important that
3.1 Annual progression
supervisors provide constructive criticism review process
about the student’s work.
Annual progression reviews provide a Timescale
formal record of how the research project The first review takes place within
and thesis are going and recognition nine to 12 months of matriculation. By
of student achievements. They also then students will have independently
offer a structured opportunity to discuss produced an identifiable body of work that
students’ professional development and can be assessed.
career aims, and identify any training
needs. Progress is then assessed annually until
thesis submission (or more frequently
if recommended by the Postgraduate
Director for an individual student - see
below). The timescales are the same for
full and part-time students.
Process
• The annual review process is
supported by an online system which
students can access via the MyEd
portal and staff via the EUCLID
system.
• The process begins when the student
is notified by a system-generated
email that their annual review form
report is ready to complete. Once the
student has completed their part, the
supervisors complete their sections.
11Code of Practice for Supervisors and Research Students
• The student prepares a presentation What is reviewed
or report, including a forward plan of
Programme handbooks will give
their work, before the meeting, with
information on annual progression
help from the supervisor(s) if needed.
review arrangements but in addition to
• The review will be conducted by discussing progress on the student’s
a panel which includes all the thesis, some of the things that reviews
supervisory team and may include may include are:
one or more people appointed by the
• A timetable for progress agreed by the
School.
student and supervisory team.
• The student attends a review meeting
• A record of whether deadlines have
where they may need to give an oral
been met.
presentation and the panel will review
the student’s presentation or report. • The results of any taught elements of
(Students studying at distance may the programme.
choose to attend annual progression
review meetings in person. If this is • The student’s report on any
not possible meetings may take place programme of skills training they
online.) have undertaken to support their
research and any transferable skills
• The panel will decide whether they development they have undertaken.
think the student can progress to their
next year, and will provide the student
Reviewing supervision
with feedback.
arrangements
• The supervisors will advise the Sometimes a student’s research changes
School Postgraduate Director (or direction and may move away from
Head of the Graduate School) the supervisors’ expertise. The annual
regarding the formal progression progression review lets supervisors
recommendation for submission to the consider their own competence to
College Committee for its approval. deal with any new research area. It
The student, supervisors, reviewer also provides an opportunity for the
and School Postgraduate Director, supervisory team to revisit the distribution
or Head of Graduate School, then of supervisory responsibility. If different
sign-off the online report before the expertise is needed to support the
supervisors’ and Directors’ progression student, the School can recommend a
recommendation is submitted to the change in supervisors to the College
College Committee for its approval Committee.
(students cannot participate in the
progression decision-making process).
Guidance and regulations
• If the panel identifies concerns about
Guidance for students on completing
a student’s progress following any
their online annual progression review is
review, then it can recommend several
available on Student Systems’ website.
different ways forward (see 3.2).
Guidance on postgraduate research
annual progression review form
12Code of Practice for Supervisors and Research Students
Guidance for supervisors on the annual a student is not making satisfactory
progression review system and their role progress, then the Postgraduate
is available on Student Systems’ website. Director or Head of Graduate School, in
consultation with the supervisors may
PGR Supervision recommend one of the following:
The regulations on annual progression • Deferment of a decision (part-time
review, including the recommendations students’ first year review only).
that can be made following a review,
are in the Postgraduate Assessment • That a further (repeat) review takes
Regulations for Research Degrees. place within three months.
Postgraduate Assessment Regulations • Registration for a different
for Research Degrees postgraduate research or taught
degree.
• Exclusion from study (this option is
3.2 Problems with rarely used).
progress Supervisors will provide students with a
Postgraduate research study is written explanation of their assessment in
challenging and sometimes students these cases.
may experience problems making
The annual progression review may
progress. To help support students, it
occasionally record serious problems,
is important for supervisors to be open
or recommend exclusion from study.
about any difficulties they foresee with
If the supervisors and Director are
successful completion. There are various
recommending exclusion, the College
options available to support students
will consider the recommendations in
experiencing problems with progress
line with the University’s Procedure for
and University student support services
Withdrawal and Exclusion from Study
may be able to help with non-academic
(see Section 5.6).
problems.
Postgraduate Assessment Regulations
A supervisor who thinks that progress has
for Research Degrees
been consistently unsatisfactory should
discuss the problem with the student and University Procedure for withdrawal and
follow this up with a written record of the exclusion from study
discussion for the student. Unsatisfactory
progress will also be noted in annual
reports, and flagged for remedial action.
If a student is having difficulties making
progress with their progamme of study,
this should be identified during the
annual progression review. If the annual
progression review panel identifies that
13Code of Practice for Supervisors and Research Students
4. Thesis preparation
and assessment
Writing up and submitting the thesis in line with
the timescales set out in the Postgraduate Degree
Regulations or progamme handbook should be the
priority in a student’s final year.
4.1 The thesis Additional guidance on some specific
aspects of the thesis format and
Students must submit a thesis presentation, such as the requirement
representing their research and findings. for a lay summary, completing the signed
Some submissions will be in alternative declaration, including publications in the
formats to the traditional thesis. The thesis and thesis binding requirements
Postgraduate Degree Regulations and and electronic formats is available on the
programme handbook specify any further University website.
requirements for designs, composition,
artworks or performances and their Academic policies and regulations for
display, presentation and documentation. research students
More information on typical milestones
and support in preparing the thesis is
4.2 Thesis preparation available on the Institute for Academic
Development website.
In preparation for thesis submission,
student and supervisor should agree a Writing up your PhD
timetable for completing the thesis.
The maximum thesis length is set out in
the Postgraduate Degree Regulations.
While the University’s regulations do not
stipulate a minimum length, Schools or
Colleges may have additional guidance
on expectations which supervisors will be
able to advise on.
Thesis regulations including notice
of intention to submit, format,
previously published material and the
signed declaration are set out in the
Postgraduate Assessment Regulations
for Research Degrees.
14Code of Practice for Supervisors and Research Students
Thesis requirements Additional information
The criteria for the award of research More information on thesis submission,
degrees as set out in the Postgraduate including thesis submission forms, is
Degree Regulations or otherwise agreed available on the University website.
by the Senate Education Committee are
that the thesis must: Doctoral thesis submission
• Be the student’s own work, except The University’s Postgraduate Degree
where indicated throughout the Regulations
thesis and summarised clearly on the
declarations page of the thesis, and
must not have been presented for any 4.3 Thesis submission
other degree except as specified on Students should complete a Notice of
the declarations page. Intention to Submit form, along with a
• Present a coherent body of work. thesis abstract and Access to Thesis
and Publication of Abstract form at least
• Make an original and significant two months prior to submission. Pre-
contribution to knowledge in the field submission forms are submitted to the
of study. College Office. Once the thesis is ready
for submission, the student presents it
• Relate particular research projects to
digitally to the College Office including the
the general body of knowledge in the
abstract and lay summary. Supervisors
field and show adequate knowledge of
and Graduate Schools will be able to
relevant literature.
advise students how to submit their
• Demonstrate critical judgement of the thesis. Thesis submission forms are also
student’s own work and that of other available online.
scholars in the field.
Doctoral thesis submission
• Present the results of the research in a
critical and scholarly way.
• Contain material worthy of publication.
4.4 Thesis assessment
Assessment regulations, including
• Demonstrate that any publications
examiner roles and responsibilities,
included in the thesis are the students
conduct of assessment, thesis regulations
own work, except where indicated
and assessment decisions are set
throughout the thesis and summarised
out in the Postgraduate Assessment
clearly on the declarations page.
Regulations for Research Degrees.
• Be understandable to a scholar in the
The University’s Postgraduate
same field.
Assessment Regulations for Research
• Be presented in a clear, consistent and Degrees
accessible format.
All research degrees (apart from MSc
The Institute for Academic Development by Research) are assessed in two
provides more information and advice on stages; the initial report by the examiners
writing up your thesis. followed by an oral exam or viva voca,
often referred to as the “viva”.
Writing up your PhD
15Code of Practice for Supervisors and Research Students
Each thesis is assessed by at least one The viva
External and one Internal Examiner, who
The viva, is normally held within three
are appointed by the College. Internal
months of thesis submission, however the
Examiners are members of University
exact date will depend on:
staff. External Examiners are from
outside the University and have specialist • When the Notice of Intention to Submit
knowledge relevant to the thesis. form is submitted by the student.
• When the thesis is submitted by the
Examiners’ initial report student.
Before the viva, the examiners are asked
• How long it takes to select and appoint
to assess the thesis on the grounds set
examiners.
out in the regulations and as part of their
report to consider: • How long the examiners require to
examine the thesis.
• Is the thesis an original work that
makes a significant contribution to • When everyone involved is available
knowledge in or understanding of the to meet for the oral examination,
field of study? including any visa restrictions on the
student’s availability.
• Does the thesis contain material
worthy of publication? The examiners and the student attend the
viva. The Internal Examiner is responsible
• Does the thesis demonstrate adequate
for ensuring the arrangements for the
knowledge of the field of study and
exam are made and for chairing the
relevant literature?
exam. Sometimes a non-examining
• Does the thesis show the exercise of chair will be appointed and the Internal
critical judgement with regard to both Examiner will notify the student if this is
the student’s work and that of other the case. The role of the non-examining
scholars in the same general field? chair is included in the Postgraduate
Assessment Regulations for Research
• Is the presentation and style of the Degrees. The examiners may use the
thesis satisfactory? viva to establish a student’s knowledge
of their field of research, to establish the
extent of any collaboration and to confirm
that the work is the student’s own.
The viva is usually held in Edinburgh, but
where necessary the College Committee
may approve a remote viva by video link.
University information on PhD by
Research oral examinations by video link
16Code of Practice for Supervisors and Research Students
Examiner recommendations 4.5 Thesis corrections
At the end of the viva, the examiners may,
The Internal Examiner will certify
if they have agreed a recommendation,
corrections and the External Examiner
indicate their recommendation to the
may also ask to see corrections before
student. It is important to note that
the degree is awarded.
this recommendation is not final and
is subject to approval by the College
Committee, and examiners will make this Minor corrections
clear to the student. Possible examiner After the viva, the examiners may ask
recommendations after the viva: students to make minor corrections to the
a) Award PhD/Doctorate thesis. These may be editorial corrections
or to address minor weaknesses before
b) Minor corrections needed (see 4.5) the award is confirmed. Corrections
will need to be submitted within three
c) Additional oral examination needed –
months (or four if a further oral exam is
no further work on the thesis required,
recommended).
or stated minor corrections (see 4.5)
d) Additional work on the thesis – no Additional work
oral re-examination needed –
Resubmission for PhD/Doctorate After the viva, the examiners may ask
(see 4.5) students to carry out additional work on
the thesis, which may require further
e) Substantial Work on Thesis and supervision. These corrections, which
Oral Re-Examination Needed – will be stipulated by the examiners, will
Resubmission for PhD/Doctorate (see entail more work than is required for
4.6) minor corrections. The examiners will set
the period within which this work must be
f) Award MPhil
submitted, but submission will normally
g) Award MPhil following Minor be within six months.
Corrections (see 4.6)
h) Substantial Work on Thesis Needed
before Resubmission and oral
examination for MPhil (see 4.6)
i) Award MSc by Research
j) Fail
17Code of Practice for Supervisors and Research Students
4.6 Thesis 4.7 Final thesis
resubmission submission
Following the viva, the examiners may After students have successfully
ask students to carry out further work on completed their thesis assessment, they
the thesis and to resubmit it for the same must submit the final electronic copy
or a different degree. If resubmission for of their thesis to the College Office. An
a different degree is recommended, the electronic copy must also be deposited
examiners may require minor corrections with the Library. More information on final
(see 4.5) or more substantial work on thesis submission is available from the
the thesis. Where more substantial work College Office. Information on electronic
is required the examiners will stipulate submission is available from the Library.
what is needed and set a period for
resubmission. Supervisors will guide How to submit the final version of your
students through the necessary steps PhD thesis
to meet the examiners’ requirements
and continue to provide supervision as
needed.
Students will get a clear written statement
from the examiners, approved by the
College Committee, of what revisions are
required.
The examiners will assess the
resubmitted thesis against the written
statement on re-examination, and will not
introduce any new criticisms of previously
examined material.
The College Office will be able to advise
on the resubmission process.
18Code of Practice for Supervisors and Research Students
5. Absences and
concessions
Sometimes students may need to have time away
from the University or from their studies.
This section gives advice on ways the and receiving feedback, and for
University can support students through supervisory meetings, established by
a variety of situations that may impact on the supervisors and student.
their study.
• Be consistent with any funder
requirements.
5.1 Leave of absence Further information on how leave of
absence is approved, and student
Students studying on campus in
support arrangements during leave,
Edinburgh sometimes need to conduct
is available from the College Office.
part of their research away from
Leave of absence does not apply to
Edinburgh. This is referred to as a leave
students on recognised distance learning
of absence. Students who want a leave
programmes.
of absence of 30 calendar days or more
should talk to their Principal Supervisor,
who will be able to advise on obtaining Leave of absence for international
permission. students
A leave of absence should: Tier 4/Student visa holders are normally
expected to carry out all of their study on
• Benefit the research programme. campus in Edinburgh. However, in some
cases they may need to study at another
• Not be detrimental to the research
location; for compulsory and optional
and the student’s development
activities related to their programme. In
and participation in the University’s
these cases, students should apply for
academic community.
a leave of absence. The University will
• Not conflict with any other requirement continue to sponsor student visas during
of the student’s programme of study. the leave of absence, providing it can
maintain sponsor licence duties, and
• Not conflict with any obligations for the student Tier 4/Student visas will remain
student to be available for on-campus valid. Leave of absence for reasons that
activity. are not directly related to studies are not
• Have a working timetable agreed by permitted under the conditions of Tier 4/
supervisors and student. Student visas. Advice is available from
the Student Immigration Service.
• Be accompanied by an agreed
method for submitting written work
19Code of Practice for Supervisors and Research Students
5.2 Interruptions of To request an extension:
study • The Principal Supervisor submits the
request.
Authorised interruption of study, usually
referred to as “interruption”, is available • The academic reasons for the
for students who are unable to study for extension, are stated in the request.
a while. This may be because of health • A plan of work towards submitting the
or family problems for example, and thesis, with milestones and specific
students should notify their supervisor dates agreed with the Principal
as soon as the need for an interruption Supervisor is included in the request.
arises. Following discussion with their
supervisor, students are responsible Important things to consider when
for completing and submitting a form to requesting an extension:
request the interruption. Interruptions will
• It must be made before the end of the
be authorised when there is good reason
student’s maximum submission date
and examples of what is considered good
(for example, within four years for a
reason are given in the University policy
full-time PhD).
on authorised interruptions of study.
• It may have an impact on Tier 4/
Information on how to request an
Student visa holders.
interruption, important considerations and
where to find further advice are available • It may have an impact on student
in the Authorised Interruption of Study funding.
Policy.
• It may have an impact on council
University policy on Authorised tax (for example discounts and
Interruption of Study exemptions).
• There are restrictions to the amount
5.3 Extensions of of time that can be requested for
extension – these are set out in the
study Postgraduate Degree Regulations.
The University expects that the thesis • Additional fees will be incurred if an
will be submitted for assessment within extension of study request is approved
the period stated in the programme – see the University’s tuition fees
handbook. Extensions to this period are policy.
available in exceptional circumstances
and must be agreed by the Postgraduate For further information and advice:
Director and approved by the College For Tier 4/Student visa holders – Student
Committee. For example, an extension Immigration Service
may be available if unforeseen difficulties
have held up the research or completion The Advice Place – free, impartial advice
of the thesis. A strong case is required for students
and must be supported by the Principal
University Postgraduate Degree
Supervisor.
Regulations
20Code of Practice for Supervisors and Research Students
5.4 Adverse Examples of circumstances that might
have a significant impact include:
circumstances affecting • Significant short-term physical illness
studies and assessment or injury.
Sometimes students will experience • Significant short-term mental ill-health.
exceptional circumstances beyond their • A long-term or chronic physical
control that significantly impact on their health condition, which has recently
research performance, attendance or worsened temporarily or permanently.
assessment submissions.
• A long-term or chronic mental
The University has a Special health condition, which has recently
Circumstances Policy which applies to worsened temporarily or permanently.
taught components of a programme.
• Death or serious illness of a person
However, for most postgraduate
with whom the student has a close
research students, the University offers
relationship.
other support mechanisms if they are
experiencing circumstances that affect • A long-term relationship breakdown,
their ability to engage with their studies. such as a marriage.
Students should discuss any • Exceptional (non-routine) caring
circumstances affecting their ability responsibilities.
to engage with their studies with their • Experience of sexual harassment or
Principal Supervisor first. assault.
Support for students with adverse • Experience of other types of
circumstances that are disrupting their harassment.
studies can be offered through authorised • Victim of a crime which is likely to have
interruption or extension of study significant emotional impact.
(see sections 5.2 and 5.3). However,
there may be times when personal • Military conflict, natural disaster, or
circumstances affect a student’s ability to extreme weather conditions.
participate in an assessment, for example • Severe financial difficulties.
annual progression review or viva. If
• Exposure to a difficult/challenging
these are affected, it may be possible to
home environment.
reschedule or change the format of the
meeting or exam. • Exceptional and significant change in
employment commitments, where this
The College Committee may also is beyond the student’s control.
take into account any exceptional
circumstances when considering • Significant problems with access to
recommendations from an annual teaching and learning materials, for
progression review or oral exam. example due to connectivity, power, or
Therefore, it is important that students equipment issues.
notify their Principal Supervisor, • Catastrophic technical failure
Postgraduate Director or Postgraduate preventing submission of an online
Adviser in writing of any exceptional assessment by the relevant deadline.
circumstance before the relevant
• Lack of access to library resources
assessment (for example annual
where there are no viable alternatives.
progression review or viva) or the College
Committee meeting.
21Code of Practice for Supervisors and Research Students
Examples of circumstances that are
unlikely to be accepted include:
5.5 Withdrawal from
• A long-term or chronic health condition
studies
(including mental ill-health) which has Withdrawal from studies is a voluntary
not worsened recently, or for which decision by the student. Any student
the University has already made a may withdraw permanently from the
reasonable adjustment. University at any point in the year.
However, before applying to withdraw,
• A minor short-term illness or injury students are strongly advised to consult
(for example, a common cold), their Principal Supervisor and to consider
which would not reasonably have the implications of withdrawal. More
had a significant adverse impact on information is available in:
assessment.
The University’s Procedure for
• Occasional low mood, stress or Withdrawal and Exclusion from Studies
anxiety.
• Circumstances which were
foreseeable or preventable. 5.6 Exclusion from
• Holidays. studies
• Financial issues. While it is very rare for students to be
excluded from study, there are some
• Pressure of academic work (unless circumstances in which the University will
this contributes to ill-health). consider this option. These include:
• Poor time-management. • Where a student has not demonstrated
satisfactory academic progress at an
• Lack of awareness of dates or
annual progression review.
times of assessment submission or
examination. • Where a student has not submitted
a thesis by the end of their maximum
• Commitments to paid or voluntary
period of study.
employment.
• Where a student has not met any
For taught courses taken by postgraduate
engagement requirements as set out
research students, the University’s
in their programme handbook.
Special Circumstances Policy applies.
More information about all the potential
University’s Special Circumstances Policy
grounds for exclusion is available in:
The University’s Procedure for
Withdrawal and Exclusion from Studies
22Code of Practice for Supervisors and Research Students
5.7 Vacation leave 5.8 Student maternity
Students can take up to eight weeks’ and parental leave
vacation time in a year, with agreement
Students who are pregnant, about to
from their supervisor. There is no need
become a parent or guardian, or adopt
to apply for an interruption of study when
a child during their study should let their
taking vacation leave.
supervisor know so they can provide
academic advice. Flexible arrangements,
such as time off, modifications to
attendance or interruption of study,
can be put in place to support students
who are to become parents and more
information is available in the University
student maternity policy.
The University’s Student Maternity and
Family Leave Policy
23Code of Practice for Supervisors and Research Students
6. Other support and
information
The University offers a wide range of support
services, resources and information, including
academic support, wellbeing resources and skills
training.
6.1 Resolving problems 6.2 Programme
Supervisors are the first point of contact handbooks
for students if any problems arise and will
The School Office will provide students
either be able to offer advice themselves
with their programme handbook.
or direct the student to other sources of
Programme handbooks are an important
advice.
source of information for students. They
There may be times when students feel are part of the University’s academic
unable to confide in their supervisors. governance framework and include
If so, they can get in touch with the programme-specific information on:
Postgraduate Adviser if their subject area
• Supervision arrangements.
has one, or the School’s Postgraduate
Director. Contact details of key School • Thesis requirements.
staff are available in the programme
handbook. If the problem cannot be • Research skills training.
resolved by them, the student may then • Professional development.
consult with the Secretary or Chair of the
College Committee. • Teaching opportunities.
Supervisors can also seek help in • Research culture.
resolving problems by the same routes.
Handbooks also include information on
programme organisation, assessment
and feedback, key contacts and locations,
student support services, opportunities
for students to provide feedback on their
experiences, attendance requirements,
student representation structure,
data protection and health and safety
information.
24Code of Practice for Supervisors and Research Students
6.3 Student support University and create positive change on
the issues that matter to students.
services Each year, student representatives are
The University, Colleges, Schools elected or volunteer, and after receiving
and Students’ Association provide a training from the Students’ Association,
comprehensive range of support services they work with staff across the University
to enable students to make the most to enhance their student experience.
of their time as part of the University
community. Many student support units PGR students are encouraged to engage
offer online as well as face to face with student representation – whether
services, although the range accessible by volunteering as a representative,
to distance students may differ from those engaging in elections, or providing
for on-campus students. feedback to their representatives – to
ensure that the Students’ Association and
the University are responding effectively
6.3.1 Students’ Association to the concerns of PGR students.
All students, including Postgraduate
Research (PGR) students, automatically For more information on student voice,
become members of the Students’ visit www.eusa.ed.ac.uk/yourvoice or
Association when they join the University. email makeachange@eusa.ed.ac.uk.
As members, PGR students have access
to a wide range of activities and services 6.3.2 Career development
including student representation, student-
led societies and peer support groups, Research graduates enter many different
and our free and impartial Advice Place. careers both within and out of higher
education. To ensure students make
For more information, visit www.eusa. satisfying, well-informed career decisions
ed.ac.uk, email reception@eusa. the University encourages research
ed.ac.uk, or visit our Welcome Desk at students to explore their career options,
Potterrow. and to consider their career priorities
throughout their study.
The Advice Place
Considering career development from
The Advice Place is a free, impartial
the start of the programme will ensure
and confidential advice service open to
students both develop as researchers
all students and run by the Students’
and prepare for professional success,
Association. Their professional
whatever employment sector they enter.
advisors can offer advice and support
Throughout their studies, students should
on a range of topics including funding,
take advantage of the many opportunities
accommodation, access to healthcare,
they will have to gain experience, develop
and academic life.
skills, access relevant training, engage
For more information on the advice with employers, and build professional
available and how to access the service, networks to prepare for their future
visit www.eusa.ed.ac.uk/adviceplace career. Students are encouraged to
or email advice@eusa.ed.ac.uk. reflect on and record their experiences
so they can consider areas of strength
Student voice and interest, which will help them to
The Students’ Association supports identify suitable professional development
over 1500 student representatives who opportunities and to make a successful
ensure that students have a voice at the career transition.
25Code of Practice for Supervisors and Research Students
Research students can get support from 6.3.4 Library collections and
the Careers Service to explore career services
options, consider what is important to
them in a career, and to implement A wide range of library services,
career decisions through job search and collections and study spaces are
application support. The Careers Service provided to support both taught and
runs career management workshops for research elements of students’ work.
research students, organises employer Collections include print and digital
networking events and careers fairs, books and journals, rare books and
and offers individual career development special collections, artworks, images,
consultations. The service also has museum items and archives. Digital and
online career management resources for print library resources are available for
research students. students based in Edinburgh. In addition
to electronic resources, printed library
Careers Services: Information for materials are digitised where possible for
postgraduate students students undertaking online or distance
learning.
6.3.3 English language tuition
Library services
English Language Education (ELE)
provides opportunities for international Using the Library for online learning
students to develop their English
Academic Support Librarians
academic language and literacy both
prior to and during their studies at the There is an Academic Support Librarian
University. Research students can benefit allocated to each School. Their role is to:
from a range of courses to develop their
• Provide advice and assistance on
academic writing at all stages of their
using library services and collections.
PhD journey. Supervisors can refer
students to these courses, which aim to • Demonstrate the use of information
help students extend their knowledge of resources by arranging subject-
academic language, as well as exploring specific information skills sessions.
text structure, academic conventions,
and examiner expectations. ELE in • Help students’ with research by
collaboration with IAD, also provides arranging one-to-one advice sessions.
seminars for supervisors which aim to • Advise on research data management.
provide ideas and tools for supervisors
to help their students develop their Academic Support Librarians
academic writing. ELE also offers
Centre for Research Collections
bookable slots for PGT and PGR
students in the Graduate Writing Centre. The Centre for Research Collections
(CRC) is the only place in the UK where
General information on ELE researchers can access material from
Courses for PGR students across collection types; from medieval
manuscripts to contemporary art.
Graduate Writing Centre
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