MDS Annual Progress/Probation review and transfer: MSc by
Research and PhD students
Summary
First year students

Students who start their research between 1st September to 7th January should submit their
report by 1st June.

The meeting with the two internal assessors should take place before the end of July.

Students who start between 8th January to 1st September will be informed that they to submit
their report 9 months after their start date and viva progress meetings arranged as needed.
The review will consist of:
1. Project Report (25 up to a maximum of 35 pages including references):
i. Title page
ii. Abstract (200 words)
iii. Introduction (minimum of 8 pages)
iv. Materials and Methods
v. Results (up to a maximum of 7 figures)
vi. Discussion
vii. Research plans for years 2 and 3
viii. References (to include the first 10 authors and the title of the manuscript)
NB: The project report must be submitted to Turnitin via Canvas as a .pdf or .doc file ONLY.
The submitted document will not become a part of the Turnitin repository.
2. Oral presentation
10 minute presentation on the student project, progress and plans for the next year.
3. Viva (to be arranged by lead supervisor)
No longer than 60 minutes to allow sufficient time for a robust interrogation of the student’s
data and discussion of future plans.
Panel consists of:
Institute PGR lead or member of Institute PGR committee
Internal assessor (to be selected by supervisor)
PGR student
Supervisor (for final 20 minutes of meeting)
4. Completion of GRS3 form - Supervisor and assessors to sign during the interview and original
form back to PGR administrator immediately following student interview. Scanned/electronic
copy to lead supervisor, assessors and PGR administrator
5. Updated DNA form
Scanned/electronic copy to lead supervisor, assessors and PGR administrator
6. Evidence of GRS2 completion
Student takes completed GRS2s to viva meeting. Scanned/electronic copy to lead supervisor,
assessors and PGR administrator
Continuing students (2nd and 3rd year)
Students who have not yet entered their final year should submit a report by 1 st April which consists
of:
1. Progress report
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i.
ii.
iii.
a 1500 word report of one chapter in the PhD thesis formatted with an abstract (200
words), Introduction, methods (brief details only), results with up to six figures, and
discussion.
a summary of plans for the following year
evidence of completion of GRS2 forms and an up to date DNA form
2. Completed GRS3 form
3. Interview
No longer than 45 minutes and conducted by 30th June. Ordinarily, the progress review
should involve the same two assessors who conducted the 1st year review and consist of a
discussion of progress of up to 30 min, followed by a meeting with the supervisor, and a
further discussion between the two assessors, supervisor and student.
Part-time students
Part-time students will be informed that they to submit their report at their 12 month, 24 month and 36
month equivalent after their start date and viva progress meetings arranged as needed.
Final year students
Students in their final year should submit a thesis plan for discussion with the member of the Institute
PGR committee and supervisor. The GRS3 form should be completed and returned by 30 th June.
Thesis awaited students
Students in thesis awaited status should complete the GRS3 Thesis awaited form and thesis
submission plan by 30th June.
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Further guidance
This document provides details of (i) the annual progress/probation review for postgraduate research
students in their first year including those transferring from a MSc by Research to a PhD/MD degree,
and (ii) the annual progress review for 2 nd and 3rd year students enrolled on a PhD. The same
procedures will be used for all students in the eight Institutes in the College of Medical and Dental
Sciences (MDS) unless an alternative arrangement has been agreed between the MDS Graduate
Office and lead investigator of a doctoral training programme e.g. MRC IMPACT DTP. Students will
be informed of alternative arrangements at the time of enrolment.
1. 1st year students
The Project Report should consist of between 25 – 35 pages (1.5 line spacing) based on the first year
of research or, exceptionally, a first author submitted/published manuscript that has been prepared
during the studentship e.g. a systematic review. For the latter, the student should first seek approval
of the Institute PGR lead. Students will be asked to revise reports that are longer than 35 pages.
Reports should be organised as shown below and put through Turnitin prior to submission (please do
not include GRS2, mentor and DNA details in the Turnitin review):

Title page

Abstract (200 words)

Introduction (minimum of 8 pages)

Materials and Methods

Results (up to a maximum of 7 figures)

Discussion

Research plans for years 2 and 3

References (to include the first 10 authors and the title of the manuscript)

Evidence of completion of monthly GRS2 forms (e.g. see page in Graduate Notebook)

Confirmation that the student knows the name of their mentor (which should remain
confidential).

Updated DNA analysis.
1.1 Oral presentation and viva
The student will attend a viva with a member of the Institute PGR committee (which should consist of
several researchers such that no single individual will assess more than 5 students in a single year)
and a specialist in the field who is a member of the university (but not necessarily the same Institute
as the student). Supervisors will be asked to select and seek agreement of this second assessor.
The meeting with the assessors with should be organised by the lead supervisor in consultation with
the relevant member of the Institute PGR committee.
The progress viva will consist of a 10 minute oral presentation by the student to the two assessors:
this can be given on a bench-top computer or equivalent. The viva will then commence and be a
rigorous assessment of the work in the progress report and of the student’s ability. The viva will
discuss the supervisory support within the research group and the training needs of the student. The
viva should last between no more than 60 min (excluding the presentation).
Following the viva, the two examiners will meet with one or more of the supervisors. While it is
desirable for all supervisors to be available, this is not a requirement. The student will be asked to
leave the room but then will be re-called for a summary discussion and recommendation. The GRS3
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form should be completed. In addition, the member of the Institute PGR committee will prepare a
short report for submission to the Graduate Office including the recommendation to:
(i)
Progress to 2nd year and for those registered on MSc by Research, transfer to PhD;
(ii)
To defer the decision.
In the latter case, the student will be asked to submit an amended report drawn up as described
above. They will then undergo a second viva. While it is recommended that the same two assessors
undertake the second viva, this is not essential. Deferral should usually be for a period of six
months, but this will be at the discretion of the two assessors and supervisor. The student would
remain registered for a MSc by Research during this period. The reason for deferral will be described
in the report from the assessors along with recommendations for corrective action. In the case of
disagreement between the two examiners on progress, the case should be discussed with either the
Institute PGR lead or Head of the Graduate School.
It is essential that the student should not be seen to have ‘failed’ their first year if a decision is made
to recommend deferral. There are a number of reasons why a decision to defer is made including
insufficient preliminary data or issues that have arisen in the project that would mean that the student
would benefit from a second meeting and review.
2. Continuing students
Students who have not yet entered their final year should submit a progress report which will consist
of:

a 1500 word report of one chapter in the PhD thesis formatted with an abstract (200 words),
Introduction, methods (brief details only), results with up to six figures, and discussion.

a summary of plans for the following year

evidence of completion of GRS2 forms and an up to date DNA form.
The progress review will consist of a discussion of progress of up to 30 min, followed by a meeting
with the supervisor, and a further discussion between the two assessors, supervisor and student. The
review should take no more than 45 min. The viva should be conducted by the 30th June. The
progress report should be submitted by 1st April. Ordinarily, the progress review should involve the
same two assessors who conducted the probation review.
The purpose of the progress review is to ensure that the student is on course for completion of the
research within the agreed timeframe. Concerns over the timing of completion should be included in
the short report and brought to the attention of the Institute PGR committee.
The GRS3 form should be completed.
3. Final year students
Students in their final year should submit a thesis plan for discussion with the member of the Institute
PGR committee and supervisor. The GRS3 form should be completed and returned by 30th June.
4. Turnitin
The project report must be submitted to Turnitin via Canvas as a .pdf or .doc file ONLY. The
submitted document will not become a part of the Turnitin repository.
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