DEPARTMENTOFMEDICALPHYSICS&
BIOMEDICALENGINEERING
PhDSTUDENTHANDBOOK
2014
Medical Physics & Biomedical Engineering PhD Student Handbook 2014
Page 2
WELCOME
Welcome to UCL, one of the foremost universities in Britain and the world. It is a pleasure to welcome you
also to the Department of Medical Physics & Biomedical Engineering. I hope that the time you spend with us
will be thoroughly enjoyable and rewarding.
Our Department is proud to host internationally-leading research groups covering a broad range of activities
and spread over several sites. As you will discover, our staff and students have a diverse range of interests
and expertise, covering many areas of physics, engineering, medicine, physiology, computer science, and
mathematics. This provides a highly stimulating multidisciplinary environment for learning and for scientific
research. In addition to our research activities, we run a variety of undergraduate and graduate degree
programmes.
Although one of the largest Departments of its kind in the UK, we are small enough to enable staff and
students to get to know each other well, which we believe engenders a friendly and supportive atmosphere.
Our Department staff and students regularly organise various academic and social events throughout the
year, and you are strongly encouraged to participate.
To help introduce you to our Department, we have prepared this Handbook which we hope you will find
useful. It includes general information on a broad range of the department’s activities, and provides you with
an overview of how the department functions.
Meanwhile, please let our administrative staff know if there is any further information that you require. And
please feel free to come and see me to say hello or to discuss any problems you may encounter.
Very best wishes,
Jem Hebden
Professor and Head of Department
Email: j.hebden@ucl.ac.uk
August 2014
While every effort has been made to ensure the accuracy of the information in this document, the Department cannot accept
responsibility for any errors or omissions contained herein.
Medical Physics & Biomedical Engineering PhD Student Handbook 2014
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CONTENTS
PhD Student Year Plan
Page
4
1. Department Facilities and Support
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
Administration
Email, Mail and Telephones
Common Room and Refreshment station
Meeting Rooms
Departmental Laptop and Data Projector
Photocopying and Printing
Departmental Technician, Workshops and Laboratories
Departmental Website
Staff and Student Photoboards
Museum and Picture Gallery
5
5
6
6
7
7
7
8
8
8
2. PhD Student Supervision and Assessment
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10
Three-year and four-year PhD degrees
Project Supervisors
Research Groups
Research Log
Monitoring of Progress
MPhil/PhD Transfer
Skills Development and Training
Completing Research Student Status
PhD Student Representatives
Points of Contact
9
9
9
10
10
11
11
11
11
12
3. Teaching and Student Support
3.1
3.2
3.3
3.4
3.5
3.6
Departmental Tutors
Undergraduate Teaching
Graduate Teaching
Undergraduate and MSc Project Supervision
Departmental Staff-Student Consultative Committee (DSSCC)
Departmental Teaching Committee (DTC)
12
13
14
14
14
15
4. Department Meetings and Events
4.1
4.2
4.3
4.4
Academic Group
Public Engagement Activities
Social Committee
Lunchtime Seminars
15
15
15
15
5. Other information
5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8
5.9
Access and Security
Reporting Absence due to Sickness
Interruption of Studies
Health Service at UCL
Health and Safety
Research Ethics at UCL
Fire Alarms and Fire Marshalls
Equal Opportunities
UCL Library Services
15
16
16
16
16
17
17
17
17
Appendices
A.
B.
C.
D.
Summary of Safety Policy
UCL Project Risk Assessment Form
UCL Equal Opportunity Policy Statement
UCL Graduate Research Degree Code of Practice
19
21
22
24
Medical Physics & Biomedical Engineering PhD Student Handbook 2014
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UCL Department of Medical Physics & Biomedical Engineering
PhD Student Year Plan
Year 1
First 2 weeks
Attend induction meeting for new PhD students.
Attend Safety briefing.
Complete introductory section of Graduate Log Book. [Note: completion of the log book is
mandatory, and the MPhil/PhD transfer and the final exam can not be undertaken unless the log is
up to date.]
Identify training courses to attend from UCL Graduate School website.
First 3 months
Prepare a research plan. When plan is approved by the primary and secondary supervisors it
should be submitted to the Graduate Tutor.
Complete and submit a Project Risk Assessment form (with help of supervisor).
Attend the PhD study day (typically held in October – November).
Month 6
Prepare a summary of the work undertaken during the previous six months, and which outlines the
work to be performed during the next six months to be approved by both supervisors.
Month 6-12
Prepare a poster presentation for the UCL Graduate School Poster Day (typically in March or April)
which summarises the work completed during the project so far, and describing the plan for future
work.
Year 2
Months 12-18
Attend the PhD study day (typically held in October – November).
Ensure log book is up to date.
Undergo process for transfer from MPhil to PhD (see Handbook section 2.6 for details).
Months 18-24
Prepare a poster presentation for the UCL Graduate School Poster Day (typically in March or April)
which summarises the work completed during the project so far, and describing the plan for future
work.
Month 24
Ensure log book is up to date.
Year 3
Month 24-30
Present at the PhD study day (typically held in October – November).
4-6 months
before thesis
submission
Complete PhD Exam entry form (available online).
Ensure supervisors complete an Examiner Nomination form (available online).
Ensure log book is up to date.
Month 36
Pass PhD oral examination.
[Alternatively: apply for Completing Research Student (CRS) status.]
Medical Physics & Biomedical Engineering PhD Student Handbook 2014
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1. Department Facilities and Support
1.1
Administration
The majority of staff in the Department of Medical Physics & Biomedical Engineering are located
on the second and third floors of the Malet Place Engineering Building. The main reception is
situated on the second floor. It is accessible by any visitor between 9:00 and 17:00 on weekdays,
and by staff with access cards at all other times. We also have a large number of our staff located in
Wolfson House, adjacent to Euston Station, and the department also has an undergraduate
laboratory on the first floor of that building.
The Medical Physics Departmental Manager is Karen Cardy (room 2.17, phone 30250). Karen
ensures that the day-to-day activities of the department run smoothly, and can advise staff on any
general matters of concern.
Lucy Braddick is the Departmental Finance and Research Officer. She is responsible for all our
financial and accounting procedures, including advice on use of online purchasing software
(MyFinance). She is also responsible for administration of research grant funding within the
department, including PhD studentships. Her desk is located in reception, room 2.24 (phone 30251).
Mohini Nair is the Teaching & Learning Administrator who provides specialist administration to
the PhD programmes, as well as general support for taught programmes. Mohini has a desk located
in reception (phone 30253). From September 2014, the Department’s new Senior Teaching &
Learning Administrator is Jo Pearson, who will oversee all teaching and learning administration,
and will specialise in administrating our taught programmes. Jo will be also located in the reception,
room 2.24.
Our IT Support Officer is Dennis Tsang whose desk is located in room 2.25 (phone 30301). Dennis
ensures that the departmental computer network is adequately maintained, and advises staff with
computer purchasing and networking issues.
Andy O’Reilly is the Executive Assistant to the Head of Department (room 2.24, phone 30252).
Andy is also our Staffing Officer, and thus provides advice and assistance to colleagues concerned
with recruitment of new members of staff. He is also the Departmental Equal Opportunities Liaison
Officer (see section 5.8).
Finally, the Department’s Office Administrator is Vikki Crowe, who is the first point-of-contact for
visitors to the department (room 2.24, phone 30200).
1.2
Email, Mail and Telephones
All new students at UCL are automatically assigned a UCL user ID and password, and a UCL email
account (e.g. john.smith@ucl.ac.uk). The user ID is used for all general communication from
central UCL sources and for a number of central software packages such as Portico (students and
teaching). To obtain a Medical Physics Windows account, the students should ask their supervisor
to fill out an online form available at:
https://internal.medphys.ucl.ac.uk/accounts/userform.php
On receipt of the form, our IT Support Officer, Dennis Tsang, is usually able to set up the account
within a few hours. It is recommended that students forward all UCL email to their Medical Physics
account, which is achieved by following the instructions on the following webpage:
https://www.ucl.ac.uk/is/email/forwarding.htm
Staff can also access their email while away from UCL by using the Windows Live website:
https://home.live.com/
where they login using (userID)@live.ucl.ac.uk as their Windows Live ID.
Medical Physics & Biomedical Engineering PhD Student Handbook 2014
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Note that all UCL students have access to the Student WTS service, which provides centrally
managed software (e.g. Microsoft Office suite, Firefox, Oracle Calendar, Matlab) as well as
personal data storage space. WTS is available for use in departments, from your home computer or
from anywhere in the world as long as you have access to a web browser and an internet
connection. For more information see the following webpage:
http://www.ucl.ac.uk/isd/students/windows/wts
Letters, small packages, and internal mail received each day by the department are placed in
research group mail trays located in the printer room (Room 2.19) adjacent to reception. Larger
parcels are held by the reception desk, and recipients are usually contacted by one of the
administration staff.
Most telephone numbers within the department are of the form 020-7679-xxxx (external), and either
3xxxx or 4xxxx (internal). The main contact number for the department is 020-7679-0200, and our
fax number is 020-7679-0255. The photocopier on the second floor (Room 2.19) also serves as a
fax machine and digital scanner.
1.3
Common Room and Refreshment station
The Department Common Room (Room 3.14) is located next to the foyer on the third floor, and
may be used at any time by staff and students. The room contains tea and coffee making equipment,
drinking water, a vending machine for hot drinks, a refrigerator, and a microwave oven for heating
food. A refreshment station with similar facilities is located on the second floor, within the
reception area. Refrigerators in both locations are supplied regularly with milk. The third floor foyer
is also available anytime as a social area for staff and students. All these areas must be kept tidy,
and any personal items (e.g. coffee mugs) left overnight by the refreshment station will be removed.
Out-of-hours access to the Common Room requires a keycode available from the Departmental
Manager, Karen Cardy.
1.4
Meeting Rooms
The Medical Physics & Biomedical Engineering Department has three rooms which are available
for lectures, seminars, and meetings:
Joseph Rotblat Room (room 2.14): This room contains enough tables and chairs to
accommodate about 25 people.
Seminar Room (room 1.19): This is regularly used for undergraduate and MSc lectures. It
contains up to 50 tablet chairs, plus a few tables.
Small Meeting Room (room 3.14a): With sufficient space for up to ten people, this room is
suitable for small meetings and student tutorials.
The Rotblat Room and Seminar Room both contain whiteboards, and data projectors with
networked PCs. The Small Meeting Room contains a large video screen which can be connected to
a laptop. To use a meeting room, it must be booked online in advance. Booking is achieved via the
Calendar tool in Outlook 2010 by clicking on “Open Calendar” and selecting “From Room List…”.
Then select one of the following:
~MaletPlEngBld.1.19 Seminar Room
~MaletPlEngBld.2.14 Rotblat Room
~MaletPlEngBld.3.14A Meeting Room
On viewing the room calendar, right click to select “New Appointment” and fill out the start and
end times and the following details:
To:
Individuals or group for the meeting.
Subject: Name for the meeting.
Medical Physics & Biomedical Engineering PhD Student Handbook 2014
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Note that precedence is always given to the department’s teaching activities and to regular staff
meetings. The keycode necessary to access Rooms 2.14 and 1.19 is available from the Departmental
Manager, Karen Cardy. Users of Room 3.14a require a key which can be borrowed (and signed for)
from reception on the second floor.
Our undergraduate and MSc students have access to a study room (Room 1.18) located on the first
floor. This contains a cluster of 20 networked computers which our students can use for any studyrelated activity. Again, the keycode to access this room is obtained from Karen Cardy.
1.5
Department Laptop and Data Projector
A laptop computer and a data projector are available for giving lectures and presentations within the
department. Both can be booked in advance via Outlook 2010 using the same process as for room
booking (section 1.4 above). Click on “Open Calendar” and then “From Room List…”, and then
select one of the following:
~MedPhys.Department Laptop
~Medphys.Projector
The equipment should be collected from (and returned to) our IT Support Officer, Dennis Tsang, or
another administrative member of staff.
1.6
Photocopying and Printing
All PhD students are provided with a passcode enabling them to use the combined
photocopier/printers located on the second and third floors (Rooms 2.19 and 3.14). Printing to each
device from a PC may be achieved by adding/selecting the appropriate printer (canon2 or canon3).
1.7
Department Technician, Workshops and Laboratories
The department does not have a mechanical workshop, but does provide fifty-percent support for a
workshop technician, Mr. Joe Evans (Room 3.08). The remainder of Joe’s time is devoted to the
specific requirements of research groups, and often this work must take precedence over tasks
requested by other people. Joe is able to undertake a range of jobs using equipment located in the
department, and in the mechanical workshop located in the Department of Electrical and Electronic
Engineering. As a general rule, Joe will endeavour to satisfy any workshop request on demand
which will take no longer than 30 minutes of his time. More extensive tasks will need to be
discussed in advance with Joe, and possibly considered by the Departmental Workshop Committee.
Joe is also the Departmental Safety Officer (see section 5.5).
The electronics laboratory (Room 3.23) is largely used by staff and students of the Biomedical
Optics Research Laboratory (BORL). However, it contains a variety of basic tools and electronic
items (purchased mostly from BORL research funds) which may be used with the permission of Dr.
Nick Everdell. Tools should not be removed from the laboratory.
A small wet lab is located on the third floor (Room 3.22) which includes a fume cabinet, an oven, a
vacuum chamber, and cupboards for storage of hazardous chemicals. All users must obey the local
rules, and keep the facility clean and tidy at all times.
A clean room is also located on the third floor (Room 3.20), which is managed by the Implanted
Devices Group. Anyone wishing to make use of this facility must first contact the Head of the
Implanted Devices Group (Prof. Nick Donaldson) or Joe Evans.
All UCL staff and students are eligible to become members of the UCL Institute of Making, which
offers a MakeSpace consisting of a wide range of tools and machinery for members to use. More
information about the facilities and the benefits of membership are available at:
http://www.instituteofmaking.org.uk/makespace .
Medical Physics & Biomedical Engineering PhD Student Handbook 2014
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The MakeSpace is located on the ground floor of the Malet Place Engineering Building, and
therefore is conveniently situated for most members of the department.
1.8
Department Website
http://www.ucl.ac.uk/medphys
PhD students are encouraged to contribute to the departmental website via the management of a
suitable personal webpage, by contributing as appropriate to the webpages of their research group,
and by helping to maintain the accuracy of information provided online for students and other
visitors to the website. Our website uses a software platform known as “Silva” which enables any
member of the department to edit the website pages. (A request to approve modifications is then
sent automatically to our website administrator, Prof. Adam Gibson, before they appear online.)
Information about creating and editing website content is available online at:
http://www.ucl.ac.uk/medphys/staff/#www .
Further advice can also be obtained from Adam Gibson (a.gibson@ucl.ac.uk). The department also
has an intranet site:
https://internal.medphys.ucl.ac.uk
which is maintained by our IT Support Officer, Dennis Tsang.
1.9
Staff and Student Photoboards
Pictures of most current members of staff and PhD students in the department are exhibited on
display boards in the second floor foyer of the Malet Place Engineering Building. These are
normally updated every two years, and new PhD students will eventually receive a request to
provide a suitable picture (or to attend a scheduled session by the UCL photographer). Although
participation is voluntary, it should be noted that these picture boards are extremely helpful for staff
and students to identify their colleagues. A smaller display cabinet immediately opposite the
entrance the department reception shows pictures of the current cohort of undergraduate students
within the department.
1.10
Museum and Picture Gallery
The department maintains a small museum consisting of various artefacts contained within display
cabinets located in the third floor foyer of the Malet Place Engineering Building. Most artefacts are
of historical interest, related to the early days of x-ray imaging and dosimetry at the UCL and
Middlesex Hospitals. One cabinet is intended to be used as a temporary exhibit of more recent items
related to one or more current areas of research within the department. The museum is curated by
Prof. Adam Gibson (a.gibson@ucl.ac.uk), who is pleased to receive suggestions for items to display
in our museum, including those associated with contemporary research.
The department reception area contains a small picture gallery, with a range of images related to the
past and present research activities of the department. All PhD students are very welcome to submit
appropriate research-related images for inclusion in the gallery, via email to Prof. Jem Hebden
(j.hebden@ucl.ac.uk). The Joseph Rotblat room (Room 2.14) also displays a collection of portrait
photographs of former heads of department, and of our professorial staff who have recently given
inaugural lectures.
Medical Physics & Biomedical Engineering PhD Student Handbook 2014
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2. PhD Student Supervision and Assessment
All PhD students need to be familiar with the Code of Practice for conduct of research degrees at
UCL, as published by the UCL Graduate School. This Code is attached to this Handbook
(Appendix D) and is also available from the Graduate School website:
http://www.grad.ucl.ac.uk/codes/CoP_Research_12.pdf
This describes the responsibilities of students and their supervisors and tutors, and outlines the
requirements and schedule for completion of the PhD degree. Additional requirements, specific to
students undertaking their degree in the Department of Medical Physics & Biomedical Engineering,
are summarised in the PhD Student Year Plan (page 4) and are described in the sections below.
2.1
Three-year and four-year PhD degrees
Traditionally, PhD projects in the UK have been expected to last three years, with each student
writing a thesis and undergoing an oral examination at the end of the third year. Currently, the
majority of PhD students in our department are still funded for three years, although some specific
studentships provide support for four years.
All new PhD students in the department automatically join a Doctoral Training Programme (DTP).
Three DTPs are operated by the department: the Medical Imaging DTP, the Medical Physics &
Bioengineering DTP and the Physics of Cancer Therapy DTP, although a few students may be part
of a DTP hosted by a collaborating department. For some students with four years of funding, this
may involve taking an MRes (Research Masters) degree during the first year, which usually
involves a period of formal training, including attendance at lecture courses and the performance of
a short project which is assessed at the end of the year. Thereafter, at the start of the second year,
those students then begin a 3-year PhD project, and follow the same schedule for monitoring and
registration transfer as any other student starting a 3-year PhD as outlined in the Year Plan (page 4).
2.2
Project Supervisors
Primary and secondary supervisors are allocated to every PhD student. A student may also have an
additional co-supervisor. The student should expect to meet with his/her primary supervisor
regularly (at least once per week), and maintain frequent contact with the secondary supervisor. In
event of any difficulties with either supervisor (e.g. lack of availability, or significant
disagreements), students should contact the Departmental PhD Graduate Tutor, Prof. Gary Royle
(who has overall responsibility for the department’s PhD programme), or the Head of Department,
Prof. Jem Hebden.
2.3
Research Groups
The UCL Department of Medical Physics & Biomedical Engineering typically has between fifty
and eighty PhD students, supported by funds from a broad variety of sources. The department is
host to eight distinct research groups, each of which is highly interdisciplinary, with activities often
spread over various departments and institutions, including hospitals and industrial partners.
Biomedical Optics Research Laboratory (BORL): BORL represents a confederation of several
(inter-dependent) groups, which share a common interest in the development of new optical,
photoacoustic, and acousto-optic techniques and instrumentation for diagnostic applications. BORL
researchers work very closely with a broad range of clinical and scientific collaborators in
surrounding hospitals, other UCL departments, and within industry.
Biomedical Ultrasound Group: This group was launched in 2013 by several departmental
researchers sharing a common interest in the development of new ultrasound diagnostic and
therapeutic methodologies. Refurbished laboratory facilities have been assigned to this group in
nearby Wolfson House.
Medical Physics & Biomedical Engineering PhD Student Handbook 2014
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Centre for Medical Image Computing (CMIC): This centre consists of a large group of
physicists, engineers and computer scientists whose work focuses on detailed structural and
functional analysis in neurosciences, imaging to guide interventions, image analysis in drug
discovery, imaging in cardiology and oncology. Membership of the centre includes staff based in
other UCL departments, and the Department of Computer Science in particular.
Continence & Skin Technology Group: The focus of this group’s research is to minimise the
impact of intractable incontinence on the quality of life of sufferers and their caregivers. Its
principle activities concern the clinical and technical evaluation of existing products, the
development of new products, the characterization and modelling of fabrics, and the study of
incontinence-related skin health. The group is mostly based at the UCL Department of Medicine’s
Archway Campus.
Electrical Impedance Tomography Group: This group is developing techniques and
instrumentation for imaging fast activity in the brain using measurements of electrical currents
flowing between discrete points on the scalp. Reconstructed images represent the variation in the
electrical impedance of the tissue. The method is also being applied to the detection of stroke.
Implanted Devices Group: Research is aimed at restoring function to paralysed muscles using
functional electrical stimulation. Current projects include the development of: an implanted nerve
root stimulator; FES cycling systems for patients with spinal lesions; a conditional stimulator
system for incontinence; and closed-loop control of standing in paraplegics. The group is also
investigating the use of physiological signals (EMG or ENG) for control of stimulation.
Magnetic Resonance Imaging Group: The Medical Physics MRI group is part of a very large
MRI community within UCL and neighbouring institutions. Research interests cover a broad range
of topics, including functional MRI, diffuse and perfusion imaging, and magnetic resonance
spectroscopy.
Radiation Physics Group: The research activity of the Radiation Physics group cover three broad
categories: the analysis of scattered x-rays to examine biological tissues and other materials, the
development of advanced conformal radiotherapy techniques, and the development of a powerful
new diagnostic imaging technique known as phase contrast x-ray imaging.
2.4
Research Log
All UCL PhD research students are required to maintain an online student log on which they and
their primary supervisor document academic progression and skills development training (section
2.7) throughout their project. This can be accessed at:
https://researchlog.grad.ucl.ac.uk
The Departmental PhD Graduate Tutor, Prof. Gary Royle, will monitor the log records, and will
confirm that the log has been satisfactorily completed prior to transfer of registration from MPhil to
PhD (section 2.6) and at final thesis submission.
2.5
Monitoring of Progress
In addition to maintaining an online log, all PhD students in the Department of Medical Physics &
Biomedical Engineering are required to submit a brief outline to their supervisor every six months
summarizing their progress during the previous 6 months and their plan for the work to be
performed during the next 6 months. Preparing the outline is not intended to be an onerous task, and
it should be no longer than two pages.
The department holds an annual PhD study day. This is a day run by the departmental PhD student
representatives and enables students to meet together and to hear a range of talks about the
department’s research. All third year PhD students are asked to make a brief presentation of their
work. All PhD students are required to attend.
Medical Physics & Biomedical Engineering PhD Student Handbook 2014
Page 11
Also, each year the department requires first and second year PhD students to provide a poster
presentation of their work at the annual UCL Graduate School Poster Competition, normally during
the middle of the second term.
2.6
MPhil/PhD Transfer
At the start of their project, all PhD students are initially registered for an MPhil degree, and it is
necessary for students to undergo a formal assessment before their registration can be upgraded to a
PhD degree. The assessment involves writing a report (no longer than 10,000 words) which
describes the student’s achievements so far, and summarizing work to be conducted during the
remainder of the project. The report is then read by two examiners, who then provide an oral exam
(viva) of the student. At least one examiner should be from a different research group. The cosupervisor can act as an examiner but it is preferable to choose an independent examiner if the cosupervisor has been heavily involved in the work. It is recommended that the supervisors are
present during the exam.
UCL regulations require that the transfer cannot be performed before the end of the first year of
registration for fulltime students. Student should normally be allowed two (and only two) attempts
at transfer; a first between 12 and 18 months after initial registration for the MPhil, and, if the
student fails at the first attempt, a second between 18 and 24 months. The period between the first
and second attempts should be no longer than six months.
2.7
Skills Development and Training
PhD students at UCL are expected to take full advantage of the Skills Development Programme
offered by the UCL Graduate School, as described on the following website:
www.ucl.ac.uk/gradschool/skills
Note that students funded by a Research Council are required to participate in the Programme
and/or appropriate departmental courses to a degree equivalent to two weeks per year of their
funded studentship. All training courses/activities have been assigned a point value, and two weeks
is equivalent to 20 points (i.e. students should aim to accrue 20 points per year). Students should
discuss their selection of departmental/faculty training courses with their supervisor.
2.8
Completing Research Student Status
If a PhD student has not submitted a thesis when the programme of study is completed (normally 3
years full-time and 5 years part-time) he/she will have the option to progress to Completing
Research Student (CRS) status for a maximum period of one calendar year (full-time students) or
two calendar years (part-time students) providing the MPhil/PhD upgrade has been achieved, and
that he/she will be in a position to submit a thesis within the CRS period. An extension to the CRS
period is only granted under exceptional circumstances.
The CRS period is viewed by UCL as a ‘writing up period’. During this time students can only have
limited access to laboratory facilities and will not normally be able to have a permanent desk in the
department.
See the Code of Practice for more details (Appendix D).
2.9
PhD Student Representatives
Two elected PhD student representatives have the role of representing the views of PhD students on
departmental committees. Any PhD students who would like to raise any issues or have suggestions
to improve the working environment within the department are encouraged to contact the PhD
representative, who is currently Reem Ahmad (reem.ahmad.11@ucl.ac.uk).
Medical Physics & Biomedical Engineering PhD Student Handbook 2014
2.10
Page 12
Points of Contact
The points of contact for PhD students are: their primary or secondary supervisor, the graduate tutor
Gary Royle (g.royle@ucl.ac.uk), the PhD representative (contact details in section 2.9 above), or
the head of department Jem Hebden (j.hebden@ucl.ac.uk).
2.11
International students
It is the responsibility of all students requiring study visas to ensure that they are up to date and
applications for future years are made well in advance. All PhD students requiring a study visa must
present a copy of their passport to the department administrator at the start of each academic year.
Students without a valid visa are not able to access UCL facilities.
2.12
Interruption of studies
Should any student encounter difficulties that affect their ability to continue their research then it is
possible to change to part time study or to apply for an interruption of studies. The latter can be
done for a period of between 1 month and 2 years. This must be discussed with the supervisor and
the PhD tutor (g.royle@ucl.ac.uk). Please note that an interruption cannot be backdated beyond the
start of the month during which the application is made. Also note that for students requiring a
study visa an interruption or a switch to part time study may affect their visa status.
3. Undergraduate and MSc Teaching
3.1
Departmental Tutors
The overall management of our undergraduate programmes is the responsibility of the Director of
Undergraduate Studies. This role is currently performed by Professor Alan Cottenden, although
during the 2014/15 academic year the responsibilities will gradually be transferred over to Prof.
Sandro Olivo. This includes serving as Chair of the Departmental Teaching Committee, Chair of the
Undergraduate Exam Board, and Chair of the Departmental Teaching Strategy Committee.
Director of Undergraduate
Studies
Prof. Alan Cottenden
Director of Undergraduate
Studies - elect
Prof. Sandro Olivo
Our Medical Physics (BSc and MSci) and Biomedical Engineering (BEng and MEng) programmes
are administered by separate Programme Tutors (who deal with issues concerning current students
and the management of modules) and Admissions Tutors (responsible for recruitment). The
department’s Intercalated (BSc) and Natural Sciences (BSc and MSci) programmes are also
administered by designated Tutors.
Medical Physics & Biomedical Engineering PhD Student Handbook 2014
Programme Tutor:
Medical Physics
Dr. Ben Cox
Admissions Tutor:
Medical Physics
Dr. Karin Shmueli
Programme Tutor:
Biomedical Eng.
Prof. Adam Gibson
Admissions Tutor:
Biomedical Eng.
Dr. Terence Leung
Page 13
Intercalated Tutor
Prof. Clare Elwell
Natural Sciences
Tutor
Dr. Adrien Desjardins
Additional tutors have responsibility for our graduate (MSc and PhD) programmes.
PhD Graduate Tutor
Prof. Gary Royle
3.2
MSc Graduate
Tutor
Dr. Martin Fry
Distance Learning
Coordinator
Dr. Jamie Harle
Undergraduate Teaching
The department currently offers three undergraduate degrees:
BSc Physics with Medical Physics: this three-year degree is taught in conjunction with the UCL
Department of Physics & Astronomy, where the content of the first two years is mostly based on
core physics modules.
MSci Medical Physics: this is a four-year degree similar to the BSc above, but with an
additional year of medical physics modules.
Intercalated BSc Medical Physics: this involves a one-year programme of medical physics
modules which may be taken by medical students after their second year at medical school.
From the start of the 2014/15 academic year, the department will be offering two additional
degrees:
BEng Engineering (Biomedical): this three-year degree is taught in conjunction with other
Faculty of Engineering departments, where the content of the first two years is mostly based on
core engineering modules.
MEng Engineering (Biomedical): this is a four-year degree similar to the BEng above, but with
an additional year of biomedical engineering modules.
At the start of the 2013/14 academic year, twenty-five first-year students were recruited onto the
BSc/MSci Medical Physics programme, and another eleven students enrolled on our Intercalated
BSc programme.
The department also offers an optional Medical Physics “stream” (consisting of a prescribed
programme of modules) to students taking the BSc or MSci degrees in Natural Sciences. In
2012/13, six first-year Natural Sciences students elected to take the medical physics stream.
A detailed description of the undergraduate modules taught by the department is available on our
website:
Medical Physics & Biomedical Engineering PhD Student Handbook 2014
Page 14
http://www.ucl.ac.uk/medphys/teaching
Each module has a Module Organiser, who is responsible for organising the schedule of lectures
and for supervising the assessment process, including preparation of the examination paper.
3.3
Graduate Teaching
The department offers a one-year MSc degree:
MSc Physics & Engineering in Medicine: this degree has three parallel strands, for students
with a physics, engineering, or computer science background. The degree is relevant to those
interested in employing their skills in a hospital or related healthcare environment. In September
2011 this degree became available as a part-time distance-learning option.
More information about our MSc degree and the corresponding course modules is available on our
website:
http://www.ucl.ac.uk/medphys/msc
Overall management of our MSc degree programmes is the responsibility of the Departmental MSc
Graduate Tutor, Dr. Martin Fry.
3.4
Undergraduate and MSc Project Supervision
PhD students are encouraged to contribute towards the design and supervision of undergraduate and
MSc projects within the department. Each of our intercalated and final-year BSc and MSci students
is required to take a project module (MPHY3000 or MPHYM000), which involves conducting a
project supervised by two people. The principle supervisor is required to be a member of staff, but
occasionally PhD students fulfil the role of second supervisor. All our staff are asked to suggest
potential projects before the start of the academic year, which are then posted on the departmental
website. Undergraduates are expected to spend an average of ten hours per week on their project
throughout the first two terms. More details about undergraduate projects and the duties of project
supervisors are available on the following webpage:
http://www.ucl.ac.uk/medphys/undergrad/mphy3000
Similarly, each of our MSc students are required to undertake a project, many of which are
supervised by staff (and occasionally PhD students) within our department. Again, staff are asked to
suggest suitable projects are the start of the academic year, which are posted on the following
webpage:
http://www.ucl.ac.uk/medphys/msc/mphygb97
Full-time MSc students normally undertake the majority of their project work during the summer
term, and are expected to submit a final report to their project supervisors around the end of July.
3.5
Departmental Staff-Student Consultative Committee (DSSCC)
The Departmental Staff Student Consultative Committee (DSSCC) consists of elected student
representatives of each of our undergraduate and graduate degrees, plus each of the Departmental
Tutors (section 3.1) and the Head of Department. The Committee is chaired by one of the PhD
student representatives, who are also members of Academic Group (section 4.1) and the DTC
(section 3.6). Meetings occur at least once each term, and provide an opportunity for students to
highlight any issues or problems concerning the conduct or content of the taught modules within the
department, or with the support provided to students. The outcomes of the meeting are reported to
the DTC.
Medical Physics & Biomedical Engineering PhD Student Handbook 2014
3.6
Page 15
Departmental Teaching Committee (DTC)
At least once per term, a meeting of the Departmental Teaching Committee (DTC) is held, chaired
by the Undergraduate Tutor. All staff who contribute towards the department’s undergraduate and
MSc teaching are eligible to attend these meetings, which are used to discuss all aspects of our
teaching and student support activities.
4. Department Meetings and Events
4.1
Academic Group
The department’s Academic Group consists of every permanent (HEFCE-funded) member of
academic staff, plus senior research fellows and elected representatives of research staff and
students. Meetings of Academic Group, chaired by the Head of Department, usually occur on the
first Wednesday of every month, except August. The purpose of these meetings is to discuss matters
which affect any aspect of the department’s business, including both research and teaching.
4.2
Public Engagement Activities
Interaction with members of the public represents an important part of an academic’s role at UCL,
and is regarded by grant funding agencies as an essential responsibility of those engaged in publicly
funded research. This includes informing public groups about our work, and encouraging the next
generation of researchers and teachers. Staff within the department are routinely involved in a
number of specific activities held each year (e.g. UCL Open Days, University of London Taster
Courses for school students), and frequently accept invitations to give talks to schools and other
organisations. PhD students are also strongly encouraged to make contributions towards our public
engagement activities, which are coordinated by Prof. Clare Elwell (c.elwell@ucl.ac.uk).
4.3
Social Committee
The department’s staff and students are invited to volunteer to serve on the Social Committee,
which has responsibility for organising events throughout the year. Such events normally include a
Christmas Party, coordinated visits to places of interest, and Coffee and Cake events held in the
departmental Common Room. A Summer Party and a Sports Day have also been organised in the
past. The Committee is given an annual budget by the department to subsidise its activities where
appropriate.
4.4
Lunchtime seminars
A programme of monthly seminars began in October 2009 with the primary purpose of
disseminating the department’s research activity more widely. All researchers within the department
who are PI on at least one funded project were expected to provide a 45-minute seminar. This
invitation was also extended to senior physicists working in the UCLH NHS Trust departments of
Medical Physics, Radiotherapy, and Nuclear Medicine. Since October 2011 the programme of
seminars was broadened to include speakers from other UCL departments who are engaged in
research which is of particular relevance and interest to staff in our department. The seminars are
jointly organised by Dr. Brad Treeby and Dr. Ilias Tachtsidis, and normally occur at 1pm on
Mondays.
5. Other information
5.1
Access and Security
PhD students at UCL may obtain an ID card, which provides electronic access within UCL, by
presenting a form of personal identification (e.g. bank card, driving license) to Security Systems in
the Security Office in the Andrew Huxley Building. No other form of authority is required. If a card
Medical Physics & Biomedical Engineering PhD Student Handbook 2014
Page 16
is lost or stolen during its period of validity, the first replacement will be free, but a £15
administration fee will be charged on any subsequent occasion where a replacement is requested for
reasons other than card expiry or card failure. When required, keys to offices and laboratories are
issued by the Departmental Administrator, Karen Cardy.
Staff and PhD students are permitted to access the department between the hours of 7 am and 11
pm, seven days a week, except on certain designated holidays when UCL is closed to all except
staff who have requested special access. Note that undergraduate and MSc students are only
permitted access during the period of 7 am to 7 pm.
Security is a very important issue at UCL and within the department. Thefts of items such as wallets
and laptops regularly occur throughout UCL due to persons gaining unauthorized access to offices
and laboratories. No visitors should be allowed to pass through the second and third floor card
access doors unless they provide a legitimate reason for their visit. Any security irregularities
should be reported to Karen Cardy, or directly to UCL Security (phone 37111).
5.2
Reporting Absence due to Sickness
Students not able to work due to sickness must contact their primary supervisor as soon as possible.
Thereafter they should maintain frequent contact with their supervisor during the period of sickness,
keeping them well informed about their health status and the likely date of return to work.
5.3
Interruption of Studies
Students experiencing personal difficulties or health problems such that they are unable to devote
time to their research project or otherwise attend the university for some extended period, may need
to interrupted their studies. There is a formal procedure for doing this and students should discuss
this option with his/her supervisor and the Graduate Tutor (Dr. Gary Royle) as soon as possible.
Funded students may also need to contact their funding bodies, and overseas students will need to
consider the implications of interruption on their visa.
5.4
Health Service at UCL
Students are welcome to consult, by appointment, any of the staff at the Gower Place Practice
(formerly the Health Centre), who include Physicians, Psychologists, Dental Surgeons and Nurses.
All these staff are familiar with the special difficulties that students may encounter, and all such
consultations are entirely confidential. The telephone numbers are as follows: Gower Place Practice
– 020-7387-6306; Dental Practice – 020-7679-7186. Both the Doctors and Dentists are located at 3
Gower Place which is situated at the rear of the Physics Building. In addition, a Student Counselling
Service is available which covers such aspects as: homesickness, loneliness, anxiety, depression;
problems with studies and exams; problems in relationships; family problems; eating disorders;
drug or alcohol problems; and sexual issues. This service is totally confidential and “demandfriendly”. Appointments can be booked by calling in person at 3 Taviton Street (First Floor, room
101), or by telephone (020-7679-1487).
5.5
Health and Safety
The health and safety of all persons working within the department is of the upmost importance,
and all staff and students are required to adhere to safety rules at all times. The Department’s Health
and Safety Policy is summarised in Appendix A. All students, with the help of their supervisors,
MUST complete a Project Risk Assessment form, provided in Appendix B. This form enables local
safety rules and training needs to be identified. These forms and guidance may also be obtained in
electronic form from the following links:
http://www.ucl.ac.uk/estates/safetynet/guidance/risk_assessment/form_completion2.pdf
http://www.ucl.ac.uk/estates/safetynet/guidance/risk_assessment/guidance.pdf
Medical Physics & Biomedical Engineering PhD Student Handbook 2014
Page 17
Any accidents or “near miss” events which may have easily led to an accident must be reported to
the Departmental Safety Officer Karen Cardy (k.cardy@ucl.ac.uk).
5.6
Research Ethics at UCL
All research involving human participants and the collection and/or study of data derived from
living human participants undertaken by UCL staff and students requires prior ethical approval by
the UCL Research Ethics Committee (REC) to ensure that the research conforms with general
ethical principles and standards. More information is available by visiting the UCL Ethics website:
http://www.ucl.ac.uk/gradschool/ethics
where you can also finding instructions on how to apply.
5.7
Fire Alarms and Fire Marshalls
Upon hearing the fire alarm, staff and students must leave the building by the nearest stairwell (note
that there is a stairwell at the rear of the Malet Place Engineering Building as well at as the front). A
full fire drill is conducted at least once per year. Having left the building, everyone should turn left
and congregate within the South Junction until instructed to return by the Fire Marshalls (who wear
yellow jackets). The department is required to nominate a number of staff members to be trained as
Fire Marshalls, to assist with evacuation of the building. The dissemination of fire safety
information within the department, and the coordination of the department’s response in event of a
fire alarm, is the responsibility of our Senior Fire Marshall, Prof. Nick Donaldson. Note that our fire
alarm is normally tested for a few seconds each week, usually at around 8:45 am on Thursday
mornings.
5.8
Equal Opportunities
UCL is fully committed to an equal opportunity policy, a statement of which is given in Appendix
C. The Departmental Equal Opportunities Liaison Officer is Andy O’Reilly who should be
contacted by any student who feels that he/she has suffered discrimination, harassment, or bullying
of any kind (andy.oreilly @ucl.ac.uk).
The department has an Advisor to Women Students, Dr. Jenny Griffiths (j.griffiths@ucl.ac.uk) who
is available specifically for women students who need to talk to another woman about any issue. In
addition, UCL has Advisers to Women Students who assist the Dean of Students in providing
advice and welfare support to female students. Appointments with the Adviser to Women Students
(Dr. Hilary Richards – 40882 or h.richards@ucl.ac.uk) may be made by calling the Dean of
Students Secretary on 020-7679-4545 or visiting the office at 4 Taviton Street.
5.9
UCL Library Services
The Malet Place Engineering Building is conveniently located next door to the UCL Science
Library, which houses collections of books and periodicals covering relevant areas of physics and
engineering. Staff and students can also access the UCL Cruciform Library for materials relating to
clinical medicine and medical science,. Detailed information about UCL’s libraries and the services
they provide is available via the following webpage:
http://www.ucl.ac.uk/library/
UCL subscribes to an extensive list of online scientific journals, which can be accessed via:
http://www.ucl.ac.uk/library/ejournal/index.shtml
Note that access cards bare a pass-code which can be used to access eUCLid, the UCL library’s
computer system and online catalogue.
Medical Physics & Biomedical Engineering PhD Student Handbook 2014
Appendices
A.
Summary of Safety Policy
B.
Departmental Risk Assessment Form
C.
UCL Equal Opportunity Policy Statement
D.
UCL Graduate Research Degree Code of Practice
Page 18
Appendix A
Department of Medical Physics & Biomedical Engineering
Summary of Safety Policy
1. The policy of the Department is to promote the safety, health and welfare of all its staff, students,
visitors, contractors and members of the public on the Department’s premises and to protect
them elsewhere from any adverse effect on their health or safety arising from the activities of the
Department.
2. The Department is committed to ensuring that risk assessments are carried out as required by the
Management of Health and Safety at Work Regulations 1992 and other regulations. These risk
assessments will be made by the staff responsible for the work, set out in writing and signed by
the relevant manager or supervisor. No work is permitted to start unless it is covered by a
suitable and sufficient assessment of the risks involved in the work.
3. The Department arranges for all work activities to be performed by persons competent to
perform these activities1. To this end, the Department is committed to ensuring that all members
of the Department receive such training as required for them to be able to discharge their tasks
and duties in a competent manner.
4. The Department arranges for all staff activities and work activities to be supervised by
competent people.
5. A person can only be competent in discharging a duty if they accept that duty, understand the
responsibility of that duty and are allocated sufficient time to be able to discharge that duty.
6. The Department is a Department of University College London, and as such is responsible to the
Provost, through the Management Team, for the implementation of the arrangements in the
College Statement of Safety Policy.
7. It is a legal duty2 for all staff, students and visitors in the Department to co-operate with the
arrangements for safety set out in this document.
8. To give effect to this policy, the organisation and arrangements as described in this document
have been approved and authorised by the Head of Department with whom rests the ultimate
responsibility for the standard of safety within the Department.
9. This policy is intended to reflect the current state of affairs within the Department. To this end,
it will be revised upon any substantial change of organisation or arrangements within the
Department, and in any case, annually. This policy and its revision will be communicated to all
persons affected by the activities of the Department.
1
i.e. people who have the skills, knowledge and experience required to discharge safely a particular duty and who
know the limits of their competence and seek advice when reaching those limits.
2
Health and Safety at Work etc. Act 1974, Section 7.
LOCAL SAFETY RULES
The rules contained in the UCL Procedures Handbook apply to all staff of the Department of
Medical Physics and to any others working in or visiting the Department. Safety is your business.
These Rules are intended as a minimum standard. There are many other good practices specific to
your area of work which you will think about and follow. Accidents happen because no one thinks
they will. Accidents result in loss, pain and distress, so always make safety your business. If you
spot any potentially unsafe procedure or situation, it is your moral duty to either put it right and/or
report it to the Departmental Safety Officer, or Head of Department. You will never be penalised
for being safety conscious. The objectives of these Rules are:
a. To secure the health, safety and welfare of staff and other persons within the Department;
b. To inform all staff, creating an awareness of the importance of achieving high standards of
health and safety, and encouraging their involvement in the process;
c. To identify good practice for the control, storage and use of goods and equipment.
All members of staff will have access to copies of relevant Policy Statements issued by UCLH and
UCL. The Safety Policy of UCL and related information is available at:
http://www.ucl.ac.uk/efd/safety_services_www
Specific Local Rules
In certain laboratory areas, specific local safety rules are in operation. These rules supplement the
general guidance given in the UCL Procedures Handbook. Make sure that you read and observe any
additional specific rules which apply to your work. These are all available on the Medical Physics
intranet, and are listed on the following webpage:
http://www.mpb.ucl.ac.uk/internal/health-and-safety/safe_rule_cont.htm
These specific local rules include rules on chemical safety, compressed gases, electrical safety, laser
safety, radiation safety, tissue policy and workshop safety.
There are additional Health And Safety Executive (HSE) guidelines on the use of hazardous
substances, including benzene, cadmium, gluteraldehyde, lead, nickel and oxygen, as well as
guidelines on noise in the workplace, lifting and carrying policies, personal protective clothing, safe
disposal of glass and other sharps, use of bottle banks and working with visual display units.
UCL policies can be found on the Safety Services website, or by request from the Departmental
Safety Officer.
SECURITY IS EVERYONE’S RESPONSIBILITY
USEFUL TELEPHONE NUMBERS
Emergencies: UCL extension 222
UCL Security, ext 37111
Departmental Safety Officer: Mr Joe Evans ext. 30295
PROJECT RISK ASSESSMENT FORM
Department:
Risk Assessment Form
WORK/PROJECT TITLE
LOCATION(S):
DESCRIPTION OF WORK:
PERSONS INVOLVED:
HAZARD IDENTIFICATION (state the hazards involved in the work)
RISK ASSESSMENT (make an assessment of the risks involved in the work and where possible state h
medium or low risk)
CONTROL MEASURES (state the control measures that are in place to protect staff and
others from the above risks. Put in place adequate control measures for any risks that
have been identified as uncontrolled.)
Is this project subject to the UCL requirements on the ethics of NonNHS Human Research?
Select
If yes, please state your Project ID
Number
For more information please refer to: http://ethics.grad.ucl.ac.uk/
DECLARATION
I the undersigned have assessed the work, titled above, and declare that there is no signific
risk / the risks will be controlled by the methods stated on this form (delete as applicable)
that the work will be carried out in accordance with Departmental codes of practice.
Name
Signed
Date
.
Appendix C
UCL EQUAL OPPORTUNITY POLICY STATEMENT
The equal opportunity policy of the College is that in the recruitment, selection, education and
assessment of students and in the recruitment, selection, training, appraisal, development and promotion
of staff, the only consideration must be that the individual meets, or is likely to meet the requirements of
the programme or course or post.
The requirements being met, no student or employee will be discriminated against on the basis of their
sex, sexual orientation, race, colour, ethnic origin, nationality (within current legislation), disability,
marital status, caring or parental responsibilities, age, or beliefs on matters such as religion and politics.
The College is committed to provide a learning, working and social environment in which the rights and
dignity of all its members are respected, and which is free from discrimination, prejudice, intimidation
and all forms of harassment including bullying.
This Policy means that all students and employees of UCL have the right to study or work in an
environment free from discrimination, prejudice and all forms of harassment or bullying.
University College is committed to a programme of action to ensure that its policy is implemented and
monitored at an organisational and individual level.
WHAT IS MEANT BY "EQUAL OPPORTUNITY”?
Factors such as sex, marital status, ethnic origin, race, religion, colour, nationality and disability should
not be taken into account for the purposes of:
STAFF:
Recruitment, appointment, training, appraisal, promotion, discipline etc.
STUDENTS:
Application to and acceptance on to a course of study, and assessment of academic performance
Selection for a course of study or for a job should be made solely on merit
DEOLO Role
The Committee for Equal Opportunity (CEO) has, with the support of the Provost, created a Collegewide network of Departmental Equal Opportunity Liaison/Information Officers (DEOLOs).
The Departmental Equal Opportunities Liaison Officer for Medical Physics is Andy O’Reilly.
Any student or member of staff who feels that he or she has suffered discrimination, harassment or
bullying of any kind should feel free to contact Andy O’Reilly as soon as possible, to discuss and try to
resolve the situation.
The role of the DEOLO is:
 Being the first point of contact for personal equal opportunities issues within your department.
 To be a local resource within your department to whom staff and students can come for
information and advice, distributing and drawing attention to new equality developments and
legislative change and ensuring staff and students are conversant with UCL's EO policies and
procedures.
 Liaising with the Head of Department about implementation of equal opportunity good practice
within the department and corporately.
 To help the Head of Department with the implementation of UCL's Equal Opportunities Policies
and practice at a departmental level. This will include assisting your department with developing
and implementing departmental Equality Action Planning initiatives, assisting disabled colleagues
with applications to the Access to Work Scheme and in Science, Engineering and Technology
(SET) departments, assisting the department with initiatives that advance the careers of women in
SET. (See elsewhere on the Equalities Web Site for further details on the above.)
 To provide valuable feedback about equal opportunity implementation at a departmental level, on
any specific issues, problems or successes within your department.
FURTHER INFORMATION
If you are interested in finding out more about any aspect of equal opportunities at UCL you can
contact:
Equal Opportunities Coordinator: Sarah Guise (phone 09761, s.guise@ucl.ac.uk).
Equalities website: http:www.ucl.ac.uk/hr/equalities/
Disability Coordinator: Marion Hingston Lamb (phone 31343, m.lamb@ucl.ac.uk).
For all other Equalities and welfare contacts:
http://www.ucl.ac.uk/hr/equalities/contacts.php
UCL GRADUATE SCHOOL
Graduate
RESEARCH Degrees
Code of Practice 2013/14
UCL GRADUATE SCHOOL
CODE OF PRACTICE | PAGE 2
CONTENTS
INTRODUCTION
3
RESEARCH DEGREES – GENERAL INFORMATION
SOURCES AND RESOURCES
ADMISSIONS AND SELECTION PROCEDURES
RESEARCH GOVERNANCE
PROGRAMMES
DEPARTMENTAL/DIVISIONAL STRUCTURES
Supervisory Panel
Principal Supervisor
Subsidiary Supervisor
Departmental Graduate Tutor
Departmental Graduate Committee
Head of Department
Staff–Student Consultative Committee
4
4
4
4
5
5
5
7
7
8
8
8
UCL STRUCTURES
9
THE STUDENT
Programme of Study and Responsibilities
Research Student Log
Skills Development
Ethics
Study Leave and Interruption of Study
Teaching
Completing Research Student Status
Thesis Preparation and Examination
Intellectual Property Rights/Copyright in Relation to Students
Plagiarism and Research Misconduct
Appeals and Grievances
Open Door Policy
9
9
10
10
11
11
11
12
12
13
13
13
13
RESEARCH DEGREES – PROGRAMME-SPECIFIC INFORMATION
MPHIL/PHD
Progression and Transfer of Registration from MPhil to PhD
14
14
ENGD
MRES
MD(RES)
PROFESSIONAL DOCTORATES
Typical timetable for a Full-time PhD student
15
15
15
16
17
CODE OF PRACTICE | PAGE 3
INTRODUCTION
WELCOME TO UCL AND THE UCL GRADUATE SCHOOL
The Graduate School exists to promote and facilitate graduate education and training at UCL. It is
for this reason that the Graduate School issues this Code of Practice, which is designed to help
graduate research students during their time at UCL. It complements the formal UCL ‘Academic
Regulations and Guidelines for Research Degree Students’ (see over). The Code contains
guidelines for good practice: in contrast, the Regulations provide the minimum framework and
requirements for completion of a degree.
A research degree focuses on the production of a piece of original research under the
supervision of two research Supervisors, in conjunction with the development of research skills
and generic skills. The majority of research degrees at UCL are within MPhil/PhD programmes,
but the range of professional doctorates reflects increasing diversity and development of
degrees in emerging areas of professional practice. There is also a range of Research Masters
degrees (MRes), some stand-alone and some leading to further PhD or EngD study, in which
students undertake independent research, with supervision and guidance, and normally are also
expected to attend structured courses to learn about research methods in the field.
This Code applies to all research degree programmes at UCL: MPhil/PhD; EngD; MD(Res);
Professional Doctorates; and also to the research component of the MRes degree. You should
read the general information section of this Code first, and then the section referring to the
particular programme on which you are enrolled.
The Graduate School provides an induction for all new research students. It also offers research
scholarships and grants, and financial assistance for presentation of your work at conferences
and workshops. In collaboration with the Departments and Faculties, it also offers a programme
for the development of generic research and personal transferable skills. In recent years both the
Research Councils and potential employers have stressed the need for research students to be
trained in skills necessary not only for successful completion of their degrees but also to equip
them for later life and the work place. UCL requires all Research Council funded research
students to take the equivalent of two weeks of training per year. All other research students
irrespective of how they are funded are also expected to take full advantage of the skills training
available. The skills programme for each Department, or interdisciplinary programme, is available
on the Graduate School web site (www.ucl.ac.uk/gradschool/skills). The specific menu of courses
and other training opportunities should be discussed between the student and his/her Principal
Supervisor.
It is valuable to document your training activities as well as all aspects of your research career.
This is why the Graduate School Research Student Log was introduced in 2001. The Log is
provided in a web-based format and your Departmental Graduate Tutor or Principal Supervisor
will explain its use to you. The Graduate School provides introductory sessions explaining the Log
and the Skills Development Programme.
My best wishes for your time at UCL.
Professor David Bogle
Head of the Graduate School
* Note that the structure and terminology used here, eg. Subsidiary Supervisor, are generic and individual
Departments (or Divisions, as appropriate) may have slightly different structures and terms.
CODE OF PRACTICE | PAGE 4
RESEARCH DEGREES – GENERAL INFORMATION
SOURCES AND RESOURCES
For all aspects of the Graduate School’s activities including funding visit the website:
www.ucl.ac.uk/gradschool
UCL ‘Academic Regulations and Guidelines for Research Degree Students’:
www.ucl.ac.uk/ras/acd_regs
UCL Registry and Academic Services Research Degrees webpage:
www.ucl.ac.uk/ras/research_degrees
UCL Academic Manual: www.ucl.ac.uk/academic-manual
Quality Assurance Agency for Higher Education ‘UK Quality Code for Higher Education:
Chapter B11 Research Degrees’: www.qaa.ac.uk/Publications/InformationAndGuidance/
Pages/quality-code-B11.aspx
Note: individual Research Councils and UCL Departments may also issue guidelines
ADMISSIONS AND SELECTION PROCEDURES
At least two members of Academic Staff, with appropriate expertise and experience, should be
involved in the selection of graduate research students. Applicants should be interviewed by
Academic Staff, including the potential Supervisor(s) if they have been identified. Some sponsoring
bodies leave the project topic to be agreed between the student and the Department (Supervisory
Panel and Departmental Graduate Tutor), whereas others approve a research topic in advance of
recruitment of a suitable student.
As part of the admission process, Supervisors and prospective students are expected to discuss
funding options for the student’s living expenses, course fees and any fieldwork, laboratory work etc.
to be carried out. The expectation is that adequate funding for the completion of the programme
will be in place on arrival, either secured by the student or by the Department. However Supervisors
are expected to encourage and help students to find any additional funding required during their
programmes. In the case of self-funded students in particular, Supervisors are expected to work
with students in securing alternative external or internal funding wherever possible.
RESEARCH GOVERNANCE
To realise its research strategy and ensure that all research conducted by members of staff,
honorary staff, students and individuals who collaborate in research with UCL staff and
students conforms to good practice and ethical expectations, UCL has adopted a set of
research governance policies and procedures. This framework is described in the documents
listed in ‘UCL Research Governance’, which may be found at:
www.ucl.ac.uk/ras/acs/resgov
PROGRAMMES
UCL offers a range of research programmes. This Code applies to the research training
component of all research degrees. The timings indicated refer to the full time MPhil/PhD and
EngD programmes, and other programmes differ in some details, particularly the timings.
Timings for part-time programmes are scaled from their full-time equivalent (see the Research
Student Log). The project component of EngD, MD(Res) and professional doctorates has no
upgrade process, but progress is monitored regularly. MRes programmes are for one year, often
leading into a doctorate; precise timings of deadlines vary and are given in the handbook for
each specific programme. More details on each award are given on pages 14 to 16.
CODE OF PRACTICE | PAGE 5
DEPARTMENTAL/DIVISIONAL STRUCTURES
SUPERVISORY PANEL
Each student has a Supervisory Panel consisting of Principal and Subsidiary Supervisors. The
panel may also include other persons, for instance members of collaborating bodies, e.g. CASE
partners, or persons with special expertise necessary for the research. The Supervisory Panel will
meet as necessary and be involved at key milestones in the research degree (for example in the
MPhil to PhD transfer process, and in the appointment of examiners).
Principal Supervisors will take the lead in the supervisory team, and in instances where the level
of input changes significantly between Principal and Subsidiary Supervisor, the supervisory team
should consider swapping roles, in consultation with their Departmental Graduate Tutor.
PRINCIPAL SUPERVISOR
You can expect your Principal Supervisor to:
1. Participate in the selection process and be present at your admission interview.
2. Agree with you, within a month of registration, a suitable topic of research which will
stimulate interest and can be completed as a research project and written up within the
prescribed period of study.
3. Introduce you to the Department, its facilities and procedures, and to other students and
relevant staff (especially important for Part-time students); and encourage attendance at
Graduate School events.
4. Advise you of the name of the Departmental Graduate Tutor, and ensure that you know
that you may contact the Departmental Graduate Tutor and/or Faculty Graduate Tutor to
discuss graduate matters including problems regarding your supervision.
5. Agree with you courses in the Graduate School Skills Development Programme to be taken
over the full period of the research programme (and for MPhil/PhD students, the extent to
which courses will be taken into account in the decision whether to transfer registration from
MPhil to PhD).
6. Ensure that you use the Research Student Log effectively and review and approve the Log
records in a timely fashion.
7. Arrange for you to be made familiar with the research facilities and activities at UCL and of
your responsibility to avoid any form of research misconduct, and enable and encourage
you to play a full part in the social and intellectual life of your Department and UCL.
8. Ensure that risk assessment of laboratory and/or field-based activities has been carried out
in accordance with UCL and departmental procedures and that you receive the required
safety training.
9. Ensure that ethics approval has been obtained in accordance with UCL procedures.
10. Determine, in consultation with the Head of Department, at the start of a student’s project,
whether an assignment of Intellectual Property Rights/Copyright is necessary and if so,
ensure that an agreement on IPR/Copyright has been established at the outset of the project.
11. Establish a strict timetable of regular meetings with you at which all matters relating to your
work can be discussed; such meetings should take place at least every two months.
See also: Research Student Log page 10.
CODE OF PRACTICE | PAGE 6
12. Include within the timetable of regular meetings annual assessment meetings and ensure
that written evidence of the meeting is kept within the Department that these assessments
have taken place. See also: Research Student Log page 10.
13. Agree with you no later than 3 months after registration the basic structure of the research
project, an appropriate research method, a realistic plan of work, and any additional
required study including Skills Development Training.
14. Agree with you no later than 24 months after registration a realistic timetable for the
completion of the research and writing up of your thesis (for Full-time students; no later
than 48 months for Part-time students).
15. Provide you with prompt constructive criticism and reaction on submitted draft work to
facilitate timely completion of your thesis.
16. Discuss with you the work accomplished and revise the objectives as the work proceeds in
the light of progress made and external factors (such as newly published findings).
17. Submit to the Departmental Graduate Tutor and to the Departmental Graduate Committee,
where appropriate, a standard report about your progress after the first six months of the
research project, at the end of the first year and annually thereafter. These should be
uploaded to the Research Student Log.
Note: that the progress report at the end of the first year should be based not only on your research
work to date but also on an oral presentation by you, and on English language proficiency, both written
and spoken, if necessary.
18. Arrange (in consultation with the Subsidiary Supervisor and the Departmental Graduate
Tutor) for a replacement in the event of his or her absence for a period exceeding 4 weeks.
19. Inform you about the procedures for transfer from MPhil to PhD (MPhil/PhD students only)
and assist you with the process (see page 14).
20. Encourage you to present your work in progress from time to time as appropriate, attend
relevant conferences, meetings and workshops, and to consult relevant sources of
information and advice inside and outside your Department.
21. Make recommendations at a suitable point during the final year to the appropriate person
in UCL Registry and Academic Services for the appointment of internal and external
examiners, discuss with you when to submit your thesis for examination, and ensure that
you enter your thesis for examination in good time (normally 4-6 months before the
examination).
22. Arrange the Viva Voce examination and advise UCL Registry and Academic Services
(Student Centre) of the date, and, subsequently, advise all third parties, e.g. collaborators,
sponsors, etc. of the examination result.
Note: this is important in relation to Research Councils’ 4 year deadline for thesis submission.
23. Assist you in obtaining knowledge and information about career opportunities and refer
you to careers guidance services in UCL and elsewhere.
24. Ensure that you maintain records of your research in a state which can be investigated
and understood by anyone with a legitimate right to enquire.
25. Report to the Director of Registry and Academic Services any suspected instance of
research misconduct, including plagiarism.
CODE OF PRACTICE | PAGE 7
SUBSIDIARY SUPERVISOR
You can expect your Subsidiary Supervisor to:
1. Participate in the selection process and be present at your admission interview if s/he has
been identified at this time.
2. Keep acquainted with the progress of your work and to be present at, at least, annual
supervisory meetings (and participate in the MPhil to PhD transfer process if applicable).
3. Provide for continuity of supervision in the event of the absence or departure of the
Principal Supervisor.
4. Enhance the effective supervision of your work by contributing a second opinion or
additional areas of expertise; and review and approve the Research Student Log records in
a timely fashion.
5. Arrange (in consultation with the Principal Supervisor and the Departmental Graduate Tutor)
for a replacement in the event of his/her absence for a period exceeding 8 weeks.
DEPARTMENTAL GRADUATE TUTOR
You can expect your Departmental Graduate Tutor to:
1. Oversee admission*, induction, supervision, progression and examination (see 4. below)
of graduate students in their Department and generally ensure that the Graduate School
Codes of Practice are implemented and their use monitored.
*Students should only be admitted when suitable supervision and necessary facilities are available.
2. Ensure that a Supervisory Panel consisting of at least a Principal and a Subsidiary
Supervisor appropriate to the research be appointed at the commencement of your research.
3. Ensure that the departmental procedure for transfer of registration from MPhil to PhD,
where applicable, is operated effectively.
4. Ensure that UCL procedures for entering research degree examinations are followed,
and that appropriate examiners are properly nominated.
5. Serve as a source of information about regulations and resources for both students
and staff.
6. Promote your personal and professional development by ensuring that you participate in
the Graduate School Skills Development Programme and/or appropriate departmental or
other training and development.
7. Facilitate and monitor your academic progress by ensuring that, amongst other things:
• A Principal Supervisor and also a Subsidiary Supervisor has been appointed for each
research student, and that all persons acting as Supervisors are properly qualified
according to standard UCL regulations and approved by the Faculty and by the UCL
Research Degrees Committee;
• All Supervisors and students in the Department are aware of the Graduate School’s
Skills Development Programme and the requirement to participate in that programme;
• The Research Student Log is used effectively;
CODE OF PRACTICE | PAGE 8
• In the case of breakdown of relations between the Supervisor and the student and in
other circumstances where a change of Supervisor is desirable, he or she assists in
resolving any difficulties, and where necessary arranges the appointment of a
replacement Supervisor;
• All students, including Part-time students, working in more than one Department, and
students primarily working in another institution or organisation are integrated into each
Department and that they receive adequate supervision and monitoring.
8. Promote general student welfare by informing Supervisors, teachers, and/or students about:
• Special needs of international students, and the functions served by the UCL
International Office;
• Special needs of Part-time students;
• UCL Student Psychological Services or other appropriate pastoral support structures;
• UCL Disability Service;
• UCL Equal Opportunity Policy;
• Resources for students in financial hardship;
• Resources for careers information and advice;
• The facilities offered by the UCL Union Postgraduate Association;
• Resources available through the UCL Union and the University of London Union;
• UCL Graduate School.
DEPARTMENTAL GRADUATE COMMITTEE
Most Departments have a Departmental Graduate Committee; this body complements and
assists the role of the Departmental Graduate Tutor and, on behalf of the Head of Department,
reviews the quality of research supervision.
HEAD OF DEPARTMENT
The Head of Department has overall responsibility for the welfare and academic progress of
graduate students in the Department, including supervision, provision of necessary equipment
and facilities, safety, etc. Where students work in more than one Department or institution, or
are Part-time, then the Head of Department should ensure that adequate provision is made
for supervision, facilities and monitoring progress, and that the student is integrated as far as
reasonably possible into the life of his/her Department.
STAFF-STUDENT CONSULTATIVE COMMITTEE
All Departments have a Staff–Student Consultative Committee, usually chaired by the Head of
Department or a student, which meets at least twice per session. You are represented by one or
more elected graduate student representatives and the Department is responsible for informing
you of the selection process. Minutes of meetings are published in the Department, usually on
the internet/intranet.
CODE OF PRACTICE | PAGE 9
UCL STRUCTURES
Above Departmental/Divisional level there are UCL structures concerned with graduate
students. For every Department/Division there is at Faculty level a Faculty Graduate Tutor, a
Committee concerned with graduate issues and a Faculty Board of Examiners, which report to
the UCL Research Degrees Committee, Academic Committee and UCL Board of Examiners
respectively. The Research Degrees Committee is directly concerned with all aspects of
research degrees. The Dean of Students (Welfare) is concerned with all student welfare
matters. The Dean of Students (Academic) is concerned with all student academic matters.
The UCL Union has a Postgraduate Association and all its services and facilities are available
to graduate students.
THE STUDENT
PROGRAMME OF STUDY AND RESPONSIBILITIES
Graduate research students can be registered as Full-time or Part-time, and may also be
Non-resident or Study at Approved Institutions depending upon their individual circumstances,
sponsor and research programme. All research students are registered in a Department
although they may have Supervisors in more than one Department. It is important that all
graduate students have equal and full access to all UCL resources necessary for successful
completion of their work.
Your responsibilities as a graduate student are:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
To carry out your research effectively, to an adequate standard and within the prescribed period of
study; to use the on-line Research Student Log effectively, recording your formal supervisory
meetings; and to record the development of your generic research and personal transferable skills.
To carry out your research according to the regulations as set out for your programme, and the
principles and procedures set out in UCL’s Research Governance Framework.
To ensure that you maintain records of your research in a state which can be investigated and
understood by anyone with a legitimate right to enquire.
To attend the Graduate School Welcome Event and Skills Development Programme as agreed with
your Principal Supervisor or Departmental Graduate Tutor.
To agree and strictly abide by a timetable for regular meetings with the Principal Supervisor at least
once every two months and for the submission of your written work.
To submit your written work to agreed deadlines to allow sufficient time for comment and discussion.
To follow the procedure set out below for transfer of registration from MPhil to PhD (where applicable).
To submit a standard report on your progress, in consultation with the Principal Supervisor, to the
Departmental Graduate Tutor after the first six months of the programme of study, at the end of the
first year of the programme of study and annually thereafter.
To inform your Principal Supervisor or Departmental Graduate Tutor of any problems which may be
interfering with your work. You should also feel free to bring any problems, including those of a social
or medical nature, to their attention.
To consult the Subsidiary Supervisor.
To present your work or findings from time to time when encouraged to do so by the Principal
Supervisor.
To consult in confidence with the Departmental Graduate Tutor if you feel that a change of Supervisor
is for any reason desirable.
To follow the procedures set out below for Study Leave or Interruption of Study.
To decide when to submit your thesis for examination, having taken due account of your Principal
Supervisor’s opinion and shown the final version to your Subsidiary Supervisor should they wish to
see it, and to submit the examination entry form in good time (normally 4–6 months before
examination).
To liaise with your Principal Supervisor if there is a change in your registration status.
RESEARCH STUDENT LOG
The Graduate School provides an on-line Research Student Log, use of which is mandatory for
all UCL research degree students. The student and Principal Supervisor are asked to document
academic progression and skills development training in the Log and it is the responsibility of
the student to maintain this Log for her or his own long-term benefit. The Log reflects a dialogue
CODE OF PRACTICE | PAGE 10
between you and your Principal and Subsidiary Supervisors and records a series of review
meetings (including important milestones such as the MPhil to PhD upgrade) and discussions on
academic (subject discipline), generic and transferable skills training.
The Log is intended to be used in a flexible manner, to allow for different research processes
between disciplines. Your Principal Supervisor and Departmental Graduate Tutor will explain its
use to you. Induction sessions on the Log are provided by the Graduate School. The Departmental
Graduate Tutor, who monitors the Log records and usage, will confirm that the Log has been
satisfactorily completed at upgrade from MPhil to PhD (where applicable) and at thesis submission.
The Research Student Log may be found at: https://researchlog.grad.ucl.ac.uk
SKILLS DEVELOPMENT
All research students irrespective of how they are funded are expected to take full advantage of
the Skills Development Programme. All Research Council funded research students are required
to participate in the Graduate School Skills Development Programme and/or appropriate
departmental courses to a degree equivalent to two weeks per year of their funded studentship
(i.e. 3 years for 3-year MPhil/PhDs and 4 years for 4-year PhDs, EngDs etc). All training courses
and activities have been assigned a point value and two weeks per year is equivalent to 20 points
per year (60 points over 3 years, or 80 points over 4 years).
You should use the self-assessment tool in the Research Student Log to identify, in discussion with
your Supervisors, which courses from the Graduate School’s Skills Development Programme and
any departmental/faculty training courses you might wish to attend. Students are expected to take
a broad range of courses across all the domains of the Researcher Development Framework
Information is available at: www.ucl.ac.uk/gradschool/skills
CODE OF PRACTICE | PAGE 11
ETHICS
All research proposals involving living human participants and the collection and/or study of data
derived from living human participants undertaken by UCL staff or students on the UCL premises
and/or by UCL staff or students elsewhere requires ethical approval. This is to ensure that the
research conforms with general ethical principles and standards.
Information is available at: www.ucl.ac.uk/gradschool/ethics
STUDY LEAVE AND INTERRUPTION OF STUDY
Study Leave
Research is often a collaborative activity and graduate students from strong research universities
such as UCL, need to be aware of global research activities, and to gain confidence at an
international level. It may be desirable or necessary for you to conduct research away from UCL or
any other institution to which you have been attached. Where such research requires absence for
more than four weeks, an Application for Study Leave must be made to the Student Centre, UCL
Registry and Academic Services. The application must be made on the recommendation of your
Principal Supervisor and must be approved on behalf of the Director of Student Services before
you leave to conduct research elsewhere. UCL’s procedures relating to Risk Assessment, Health &
Safety and Ethics must be followed.
Information is available at: www.ucl.ac.uk/current-students/services/studyinformation/studyleave
and www.grad.ucl.ac.uk/international
Interruption of Study
For various reasons of a personal nature it is sometimes necessary for study to be interrupted
for a period. Such interruption must have the formal approval of UCL and you should consult
your Principal Supervisor about the procedures for making an application, in advance of your
interruption of study, to the Student Centre, UCL Registry and Academic Services.
Information is available at: www.ucl.ac.uk/current-students/services/studyinformation/interruption
Travel
The Study Abroad Office provides a number of services for students considering or preparing for
study abroad. This should be consulted before a journey is made.
Information is available at: www.ucl.ac.uk/prospective-students/international-students/currentstudents/
ucl-students-abroad
TEACHING
Research students may be asked to help with undergraduate teaching, for example demonstrating
in laboratory classes, leading tutorial groups, marking essays, etc., in return for payment. This
activity provides valuable teaching experience but the responsibilities must be clearly defined,
the work compatible with the research programme and the time commitment should not exceed
180 hours per year (to include teaching, preparation and training). Graduate student teachers are
required to attend the appropriate training courses offered through the Graduate School Skills
Development Programme.
Information on UCL’s Postgraduate Teaching Assistant Scheme is available at:
www.ucl.ac.uk/hr/docs/post_grad_ta_scheme.php
CODE OF PRACTICE | PAGE 12
COMPLETING RESEARCH STUDENT STATUS
On completion of your programme of study, if you have not submitted your thesis, you can
progress to Completing Research Student (CRS) status for a maximum period of one calendar
year (Full-time students) or two calendar years (Part-time students) if:
1. you will be in a position to submit your thesis within the next 12 months (Full-time students)
or 24 months (Part-time students);
2. you have been upgraded from MPhil to PhD registration (MPhil/PhD students only); and
3. you have met any additional requirements of your Department/Division.
CRS status means that you do not pay fees but have access to UCL facilities and can have one
draft of your thesis read by your Supervisor (see Regulations). If you do not meet the conditions
listed above then you will continue to pay Full-time or Part-time fees as appropriate. It follows that
if you do not have CRS status and do not pay fees then you are no longer registered and cannot
have access to UCL facilities or to supervision.
Note: Some research students are registered for a four year programme of study, at the end of which
CRS status can apply. N.B. CRS status does not apply for MRes degrees.
THESIS PREPARATION AND EXAMINATION
(all programmes except MRes)
All graduate research students are normally expected to submit a thesis to UCL (Student Centre,
UCL Registry and Academic Services or to their programme director in the case of some
Professional Doctorates) for examination within a period of one calendar year (or two years in
the case of Part-time students) after the end of the fee-paying enrolment period.
Full ‘Requirements of a Thesis’ may be found in the ‘Academic Regulations and Guidelines for
Research Degree Students/Professional Doctorates’. www.ucl.ac.uk/ras/acd_regs
You are responsible for submission of the necessary applications to enter the appropriate
examination following liaison with your Principal Supervisor. Examination entry forms and other
relevant information may be obtained from the Student Centre, UCL Registry and Academic
Services and must be submitted not later than four months before the proposed date for
submission of your thesis. It is the responsibility of the Principal Supervisor to arrange for
appointment of examiners via the Departmental Graduate Tutor; to arrange the Viva Voce
examination in liaison with the examiners and with you the candidate; to inform UCL Registry
and Academic Services of the date; and in due course advise any relevant collaborating
persons or institutions and sponsors of the results.
Note: It is recommended that a ‘mock’ Viva Voce examination be arranged for the student
by the Principal Supervisor.
CODE OF PRACTICE | PAGE 13
INTELLECTUAL PROPERTY RIGHTS/COPYRIGHT IN RELATION TO STUDENTS
As a general principle UCL recognises the student as owner of any IPR s/he produces
while a registered student of UCL. This principle may be subject to variation in the case of
collaborative or externally sponsored work, or other exceptional circumstances.
UCL’s Policy Statement on Intellectual Property Rights/Copyright in relation to students may be
found at: www.ucl.ac.uk/current-students/guidelines/intel_prop_rights
PLAGIARISM AND RESEARCH MISCONDUCT
UCL expects all its researchers to act in a professional manner in relation to their work.
Regulations concerning plagiarism, including self-plagiarism, and other research misconduct
are set out in the ‘Examinations’ Section, Point 6, of the ‘Academic Regulations and Guidelines
for Research Degree Students’: www.ucl.ac.uk/ras/acd_regs
UCL’s Policy Statement on Plagiarism may be found at:
www.ucl.ac.uk/current-students/guidelines/plagiarism
APPEALS AND GRIEVANCES
UCL has formal appeal and grievance procedures for use in cases which cannot be resolved
by informal discussion with the Departmental Graduate Tutor, Faculty Graduate Tutor and/
or Dean of Students (Academic). A student may appeal against a perceived deficiency in
supervision received, against a decision not to permit transfer of registration from MPhil to
PhD, or against the result of an examination. Appeals and grievances should be implemented
when a problem arises and not at the end of registration. It will, for example, not be possible to
appeal against a perceived deficiency in supervision after examination has taken place.
Information is available at: www.ucl.ac.uk/academic-manual/part-8/ccp and
www.ucl.ac.uk/academic-manual/part-5/student-grievance-procedure
Note: there are two grounds upon which students may have their registration terminated
– a serious disciplinary offence
www.ucl.ac.uk/academic-manual/part-5/disciplinary-code
or
– academic insufficiency
www.ucl.ac.uk/academic-manual/part-3/barring-students-examinations
OPEN DOOR POLICY
The Graduate School operates an open door policy for information and advice. You are
welcome to visit us in our office, which is situated in the North Cloisters of the Wilkins Building
(close to the main UCL Library).
CODE OF PRACTICE | PAGE 14
RESEARCH DEGREES – PROGRAMME
SPECIFIC INFORMATION
MPHIL/PHD
The MPhil/PhD programme is normally three years full-time research (in some cases four years)
with the thesis submitted at the end of this period, or within a year (Research Council requirement).
If the thesis is not submitted within three years then normally fourth year students register as
Completing Research Students (CRS). See page 12.
Progression and Transfer of Registration from MPhil to PhD
• Purpose of the Upgrade
Students intending to study for a PhD are normally admitted for the MPhil degree and, upon
satisfactory progress, transferred later to PhD registration; the upgrade procedure for registration
for a PhD degree is an important step in their programme. The purpose of the upgrade is to assess
the student’s progress and ability to complete their PhD programme in a reasonable time frame.
The assessment should not be confined to the research material presented by the student but
should also consider the student’s demonstrable academic and generic skills.
Your Principal Supervisor will inform you about the procedure for transfer from MPhil to PhD, initiate
the transfer at an appropriate time, provide guidance in the drafting of the Transfer Report, arrange
a meeting of the Upgrade Panel (usually chaired by the Subsidiary Supervisor) to assess the
Report and interview you. S/he will then advise the Departmental Graduate Tutor and you of the
result and give full reasons for any failure to meet the required standards, and liaise with UCL
Registry and Academic Services regarding changes to your registration status.
Note: where Transfer of Registration has not been completed within 18 months of first registration for
Full-time students (and typically no later than 30 months Part-time), the Principal Supervisor should
draw the situation to the attention of the Departmental Graduate Tutor for consideration as to whether
the student should write up for the MPhil and not proceed to the PhD.
Detailed Guidelines, which include information on the following, may be found in the ‘Programme of Study’
section, point 2 of the ‘Academic Regulations and Guidelines for Research Degree Students’:
www.ucl.ac.uk/ras/acd_regs
• Criteria for Upgrade
• Process of Upgrade, including:
Management and Oversight;
Time Frame;
Components of Upgrade:
The Upgrade Report;
Report by Principal Supervisor;
The Upgrade Viva.
• Outcomes:
Potential outcomes of first attempt;
Potential outcomes of second attempt.
Full-time Part-time
Programme of Study 3 years 5 years
CRS 1 additional year 2 additional years
CODE OF PRACTICE | PAGE 15
ENGD
EngD students are registered for a four year programme of study, a combination of taught
modules, research training and research, at the end of which CRS status can apply.
The EngD was developed to provide business and technical expertise to complement doctoral
level research skills. About three-quarters of the programme is in the form of an industrial
research project carried out within a company. The remainder of the programme involves taught
courses in technical, business, managerial and personal skills.
Students registered on an MRes associated with an EngD are required to achieve the award of
the MRes before being allowed to register on the 3-year EngD. All other students register initially
for the 4-year EngD and undertake a first year consisting of taught courses, professional and
research training, group project work, and research.
The EngD Supervisory team often includes industrial Supervisors, who must also satisfy the
requirements laid down for UCL Subsidiary Supervisors.
The award of the degree is dependent on the thesis, which a candidate may not submit until
he/she has successfully completed all the other elements of the programme, and dependent on
the final oral examination. The thesis must meet the same requirements as those prescribed for
the UCL PhD degree.
MRES
Some MRes programmes are stand-alone degrees, but others are preparation for an EngD or
PhD programme (1+3 programmes) in which students achieving the award of the MRes are
then able to progress to the associated research degree programme.
The MRes programme is normally 1 year Full-time, a combination of taught modules, research
training and a significant research project submitted at the end of this period.
The timings listed in this Code do not apply to the MRes Programmes which typically have a
series of shorter projects with appropriate deadlines, and whose topic and timescales should
be agreed as quickly as possible.
MD(RES)
MD(Res) students are registered for a two year programme of study (full-time or part-time), at
the end of which CRS status can apply.
The MD(Res) is aimed specifically at individuals in clinical practice, any branch of medicine,
or surgery or medical or dental science, who wish to undertake a piece of supervised
research associated with their employment. To be eligible for registration for the MD(Res)
degree, a candidate must have obtained the MBBS degree or some other registrable primary
qualification in Medicine and be eligible for full registration or hold limited registration with the
General Medical Council (GMC); or have obtained the BDS degree or hold an equivalent dental
qualification.
CODE OF PRACTICE | PAGE 16
PROFESSIONAL DOCTORATES
Students registered for professional doctorates are normally registered for a three year
programme of study full-time, at the end of which CRS status can apply.
Professional doctorates require the completion of a specified number of taught components
and (where applicable) practicum assignments in addition to a research thesis, and may require
attendance at lectures.
Supervision of the research component of a professional doctorate normally starts after students
have undertaken other elements of the programme, and hence the period of registration is usually
longer than the period during which the student is under research supervision. Students should
consult individual programme regulations for details of the period of research supervision.
UCL Graduate School Website: www.ucl.ac.uk/gradschool
TEL: +44 (0)20 7679 7840 | FAX:
CODE OF PRACTICE | PAGE 17
Typical Timetable for a Full-time PhD Student
Before 1 month
Field of Study agreed. Assignment of
Supervisors.
Agreement of strict timetable for supervisory meetings and
progress reports.
Provision of necessary research equipment and facilities.
Before 3 months
Agreement of thesis work plan, research method and timetable.
Agreement of and attendance at Skills Development Programme
and arrangements made for any further required study.
6 months
Submission and assessment of progress report.
12 months
Submission and assessment of first year progress report.
Agreement of programme for second year of study and transfer
of registration from MPhil to PhD.
24 months
Submission and assessment of second year progress report.
Agreement of thesis structure and strict timetable
for thesis writing.
30 months
(not less than 4
months before
expected date of
submission)
Entry for examination. Nomination of
Examiners.
36 months
(48 months for 4year programme)
Submission of thesis.
36-48 months
Completing Research Student status (if necessary). (see
page 12).
+ 44 (0)20 7679 7043 | EMAIL: GRADSCHOOL@UCL.AC.UK