Royal Holloway
University of London
INFORMATION BOOKLET FOR DIRECTORS OF GRADUATE STUDIES
Directors of Graduate Studies
Information Booklet
CONTENTS
Directors of Graduate Studies
The Graduate School Forum
Staff in Exams and Research Degrees
Monitoring PGR academic progress – quick reference
Regulations and Code of Practice
Generic Skills Programme
Annual Review and Upgrade of Postgraduate Research Students
Annual Review of Postgraduate Programmes
Research Degrees Examinations
Appendix 1: Some Student Admin Processes
a) Admissions
b) Scholarships
c) Enrolment & Induction
d) Changes in student enrolment status
Appendix 2: Contacts in Central Administration
Appendix 3: Appointment of Examiners for the Examination of Research
Degrees
This booklet is intended as a reference document: it indicates the areas under
the responsibility of a Director of Graduate Studies and provides some
relevant information. Please note that the role of Director of Graduate Studies
may vary from department to department.
Francesca Chiarelli
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DIRECTORS OF GRADUATE STUDIES
Each department has a Director of Graduate Studies (DoGS) who is
responsible for the academic welfare of postgraduate students in the
department. Some departments may decide to appoint two separate DoGSs
responsible for taught and research programmes respectively. DoGSs are
appointed by the Head of Department.
Duties of Directors of Graduate Studies as indicated on the Code of Practice:
 Ensuring that a departmental file is maintained for each research
student;
 Ensuring that a departmental handbook containing information about
postgraduate programmes, procedures and resources is available to
all members of the department;
 Co-ordinating and maintaining an up-to-date record of departmental
admissions procedures in respect of postgraduate programmes,
ensuring that these comply with College guidelines;
 Arranging an appropriate departmental induction for all postgraduate
research students;
 Ensuring that supervisors submit reports of annual and other interim
reviews of the work of postgraduate research students according to
the procedures laid down in the Code of Practice, taking appropriate
action if reviews do not take place or if the outcomes are
unsatisfactory;
 Ensuring that students participate in relevant training programmes;
 Appointing advisers and ensuring that the supervisor’s name is logged
on Banner within four weeks from the student’s commencement date;
 With the supervisor, ensuring adequate supervision is maintained in the
event of the appointed supervisor being unavailable;
 Seeking special permission from the Vice-Principal (Academic Affairs)
before an offer is made if it is necessary to charge an overseas or
privately-funded applicant a supplementary fee;
 Ensuring that College feedback questionnaires are collected from
students and summarising the generic feedback for consideration by
the department;
 Approving appointment of examiners for viva examinations of MPhil
and PhD degrees on behalf of the department board, prior forwarding
to Exams and Research Degree Office.
Duties may vary slightly from one department to the other, therefore it is
advisable to refer to this booklet for general reference rather than as a
definite statement of what DoGSs are expected to do.
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Email distribution lists of all DoGSs are maintained by the Postgraduate
Administrator (Exams and Research Degrees), and can be found in the
College email address list under: Arts – DoGS, HSS – DoGS, Science – DoGS.
List of current DoGSs can also be found on the College website:
Directors of Graduate Studies.
Newly appointed DoGSs should notify the Postgraduate Administrator so that
the distribution list and the information on the web are kept up to date.
THE GRADUATE SCHOOL FORUM
From the College Committees Handbook:
“The Graduate School Forum is an opportunity for staff and students to discuss
all aspects of the graduate student experience and for the Dean of the
Graduate School to consult with relevant stakeholders. It comprises the Dean
of the Graduate School, Directors of Graduate Study, postgraduate students
and senior staff responsible for the development of the College’s graduate
provision. Issues are taken forward either managerially, or through the Dean’s
membership of key academic committees”.
The Forum meets once per term during the academic year, and the dates
are set in the College Calendar. Chair to the Forum is the Dean of Graduate
School, Professor Robin Walker; Secretary to the Forum is Ms Charlotte Verney,
Academic Development Services.
STAFF IN EXAMS AND RESEARCH DEGREE
EMILY PLUMLEY
CAROLINE BECK
ALEX BORRETT
Head of Section (Maternity leave)
Acting Head of Section
Acting Exams Office Supervisor
KATIE BARKE
MANI CHHETRI
FRANCESCA CHIARELLI
MARINA MOHIDEEN-MOORE
Upgrades and research degrees administration
Visiting Examiners
Research Councils; advisory role for students
Administration of Generic Skills Programme
As regards queries about submissions and research degrees
examination, please email RESEARCHDEGREES@RHUL.AC.UK .
MONITORING ACADEMIC PROGRESS
Guidelines on the Annual Review and the Upgrade processes can be
found in the Research Degree Regulations under ‘Reviews of
academic progress’ (Section 9).
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N.B. All RCUK-funded students who withdraw or have their registration
terminated after 12 months from the start date of the award will count
in the Submission Survey as non-completion.
At a glance:
 First attempt at upgrade within 20 months from start date – but
earlier if the student is funded by the Research Councils;
 Final decision on upgrade to be reached before the end of the
2nd year (FT) or 4th year (PT);
 At the beginning of the 3rd year (FT) or 5th year (PT), the student
should either register onto the PhD or as writing up towards the
MPhil.
More information can be found later in this booklet.
REGULATIONS & CODE OF PRACTICE
1) College Regulations and the Code of Practice can be found and
consulted on the web:
Postgraduate Regulations are applied to taught postgraduate
programmes (for example: Master’s, Diplomas, Doctorate in Clinical
Psychology).
Research Degrees Regulations are applied to MPhil and PhD
programmes.
The Code of Practice does not have a regulatory role, but indicates
what is recommended as best practice by the Quality Assurance
Agency. The Code applies only to students on research degrees
programmes and relevant academic staff.
Code of Practice and Regulations will assist and guide in the following
key areas:
 Responsibilities of the student, the supervisor(s), the advisor and
the DoGS (Code of Practice);
 Timescale for Annual Review - every 12 months for full- and parttime students (Research Degrees Regulations);
 Timescale for the Transfer of Registration from MPhil to PhD - by
the end of the second year if full time, or the fourth year if part
time (Research Degrees Regulations);
 Membership of panel for both Annual Review and Transfer of
Registration (Research Degrees Regulations and Code of
Practice);
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 Requirements in relation to training in research and transferable
skills (Code of Practice);
 Maximum period of registration: up to 4 years full time or 7 years
part time for students who have commenced the programme on
or after September 2006 Research Degrees Regulations) (NB: the
earliest submission date between the Research Council and the
College applies);
 Completion, submission and examination of MPhil and PhD
theses (Research Degrees Regulations);
 Appeals (Research Degrees Regulations).
Enquiries and advice on Regulations and the Code of Practice should be
addressed to the Assistant Registrar of the Faculty:
Science:
Charlotte Verney
Arts:
Marina Beck
HSS:
Gail Turner
GENERIC (RESEARCH) SKILLS PROGRAMME
Research Councils, HEFCE and other interested parties such as the Quality
Assurance Agency have strongly recommended that universities enhance
their skill-development provision for research students. The Graduate School
has sought not only to respond to the national agenda regarding
postgraduate skills provision but also to design a programme that will actively
meet the needs of our diverse doctoral community. The programme tackles
issues relevant to research students such as research project planning,
communication
and
presentation
skills,
academic
networking,
communicating with the media and other non-academic organisations and
career-related advice.
Each academic session courses are advertised on the Graduate School
website and students can register onto their choice of courses by email.
Students have the opportunity to select from a choice of generic or Facultyspecific subjects offered by external facilitators.
A programme of training sessions is compulsory for all research students
(except those on their writing-up year), and it is up to the supervisory team to
establish the appropriate diet of courses for each individual student.
Research skills training for students in the first three years of their study should
normally consist of up to 10 working days in each academic year (or 30 over
the three years). Attendance at the agreed courses should be registered on
the Research Training Log and signed off as part of the Annual Review
process. Completion of the required training courses is required for successful
upgrade from MPhil to PhD.
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The administrator for the Research Skills Programme is Mrs Marina MohideenMoore. The Dean of the Graduate School, Professor Robin Walker, is the
Programme Director.
ANNUAL REVIEW AND UPGRADE OF POSTGRADUATE RESEARCH STUDENTS
Guidelines on the Annual Review and of the Upgrade processes can be
found in the Research Degree Regulations under ‘Reviews of academic
progress’ (Section 9).
Procedure.
The outcome of the Upgrade interview should be notified to Exams and
Research Degrees by completing and returning the appropriate form. The
form should be downloaded from the web and returned electronically to
researchdegrees@rhul.ac.uk. If the upgrade is successful, the Exams and
Research Degrees Office processes the information on Banner and writes to
the student. If the upgrade is unsuccessful, the office contacts the relevant
DoGS and supervisor to discuss options with the Department before writing to
the student.
Please note:
9.1 “Each student’s academic progress will be formally reviewed at least
once every 12 months [whether the student is registered full or part time],
unless the student has interrupted his/her studies under the provisions of
Section 5 of these regulations and is consequently unavailable to attend a
review within 12 months, in which case a review will take place not more than
two months after the student has formally resumed his/her studies.”
The review panel should comprise the supervisor(s), the personal advisor and
at least one other academic outside the supervisory team (9.4). It is advisable,
wherever difficulties are anticipated, that the Director of Graduate Studies or
another senior member of the department is present.
The timescale for the first attempt at upgrade is set under ‘Registration on
Research Degree Programmes’:
7.2 “A student wishing to upgrade his/her registration to the degree of PhD
must successfully complete a formal review under the provisions of Section 9
of these regulations. The first attempt to upgrade must be undertaken within
the first 20 months of full-time study, or the first 40 months of part-time study. If
the student is not successful on the first attempt, s/he may be granted a
second and final attempt before the end of the second year of full-time
study, or the fourth year of part-time study”.
N.B. All RCUK-funded students who withdraw or have their registration
terminated after 12 months from the start date of the award will count in the
Submission Survey as non-completion.
In summary, this is a suggested timescale for best practice.
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 First attempt at upgrade within 20 months from start date – but earlier if
the student is funded by the Research Councils;
 Final decision on Upgrade to be reached before the end of the 2nd
year (FT) or 4th year (PT);
At the beginning of the 3rd year (FT) or 5th year (PT), the student should either
register onto the PhD or as writing up towards the MPhil.
Below are guidelines on recording the outcome of the review:
9.9 “The panel will record the outcome of the review and its
recommendations using the relevant form issued by the Academic Registrar.
A copy of the form will be kept on file in the department or school together
with copies of the materials submitted by the student and any other
documents which have contributed to the panel’s decision. A copy of the
form will also be given to the student. If the purpose of the review is to
consider the student for upgrading to the degree of PhD, the student will also
be sent formal notification by the Academic Registrar of the outcome, its
implications for the student’s registration at the College and, if appropriate,
the right to appeal against the decision under the provisions of Section 21 of
these regulations.”
In case of non-satisfactory progress, please note the following:
9.10 “If it is decided that the student has not made satisfactory progress, or if
there is concern that the student will not reach the required standard and/or
be in a position to submit the thesis within an appropriate timeframe, the
panel will recommend a course of action and provide the student with
written guidance on the reasons for their concerns and what would need to
be done by the student in order to address them.”
9.11 “The outcomes of all reviews will be considered by the Board or other
appropriate committee of the department or school. If the panel has
identified concerns about the student’s progress, the Board will consider the
panel’s recommendations and may decide to hold a further formal review
and/or to invite the Head of Department or School to issue the student with a
formal warning under the provisions of Section 10 of these regulations.”
ANNUAL REVIEW OF POSTGRADUATE PROGRAMMES
The Academic Development Team administers programme reviews and
queries should be directed to the Faculty Assistant Registrar. There are two
separate forms for taught and research programmes. Information and
relevant forms can be found on the website:
http://www.rhul.ac.uk/Registry/quality_assurance/Annual_Review.html.
RESEARCH DEGREES EXAMINATION
The Examination and Research Degree Office administers submission of MPhil
and PhD theses.
Please note that students need to be fully enrolled at the time of submission of
the thesis (i.e., they need to have completed the online sign up and have
paid fees for the academic year); once the thesis is submitted, students will
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still be required to complete the online sign up to keep their enrolment ‘live’.
However, students who expect to submit by the end of October normally will
not be required to pay tuition fees for that academic year, but only to
complete the online sign-up.
All information on the procedure and relevant forms can be found on the
web: Research Degrees Examination.
Re-submission fee. At the point when a student is officially given
notification (in writing) that their PhD/MPhil examination outcome is
‘Re-submit within 18 (PhD) or 12 (MPhil) months’, the student will be
billed a Tuition/Re-submission fee of the appropriate magnitude. More
information on this can be found on the web: Re-submission
If the established period expires (12/18 months), the student will be
considered to have failed the second attempt and therefore be
excluded from the College.
If an extension to establish the period (12/18 months) is agreed on the
basis of extenuating circumstances, the agreement includes an
extension to the fee and therefore no further payment would be
required.
Francesca Chiarelli
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APPENDIXES
1) Some Student Admin Processes
a) Admissions
b) Scholarships
c) Enrolment and Induction
d) Changes to enrolment status
2) Contacts in Central Administration
3) Appointment of Examiners for the Examination of
Research Degrees
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1) Some Student Admin Processes
ADMISSIONS
The Admissions Office oversees and processes all applications for admission to
study at College. Monitoring individual applications, as well as seeking advice
on comparing overseas qualifications to UK ones, should be done through this
office. More information and application forms for both taught and research
programmes can be found on the web.
SCHOLARSHIPS
Scholarships are administered centrally, mainly by the Assistant Faculty
Managers, the Postgraduate Administrator (Exams and Research Degrees),
Royal Holloway International and UK Recruitment. The following table is
intended for reference:
College Scholarships
Research Councils
International Scholarships
Hilda Martindale
New Horizon (PGT
Master’s 3+1 Scholarship
Wentworth Golf Bursary
Student Talented Athlete Recognition
Scheme (STAR)
Choral and Organ Scholarships
Faculty Assistant Managers
Postgraduate Administrator
RHI
Fair
Access
Coordinator,
Recruitment
UK
Sport Development Executive
Admissions and Music Dept
Information can be found on the website: Sources of funding.
International scholarship information is also on the web: International
scholarships.
If prospective students are asking for financial support (whether or not
additional to a scholarship), please refer them to Student Support, where the
Financial Advisor and the Funding Advisor will be able to provide specific
support – FinancialAdvice@rhul.ac.uk. A guide on alternative funding is also
accessible through the student portal: all applicants can log onto the portal
using their ID number (RHUL Campus Connect).
ENROLMENT & INDUCTION
New and returning students are required to enrol for each academic year of
attendance. New and returning students are required to do:
 ONLINE SIGN UP
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Through the Student Portal, http://portal.rhul.ac.uk/ (please be aware
that students will be required to sign a declaration about Intellectual
Property as part of the online sign-up process);
 PAYMENT OF TUITION FEES
At College Induction or via Epay:
http://www.rhul.ac.uk/Epay/index.asp).
New students are also required to attend:
 COLLEGE INDUCTION
Student Records (Students and Academic Services), organizes College
Induction; information is posted on the web in August:
http://www.rhul.ac.uk/registry/enrolment/index.html;
 DEPARTMENTAL INDUCTION AND COURSE REGISTRATION (IF RELEVANT).
Returning students are only required to do the online sign up and payment of
fees (and register for courses in the case of taught programmes) in order to
complete enrolment for the academic year.
New research students are expected to attend the Graduate School
Induction as well as the day session offered by Information Services (Library
and Information Technology) on how to best use College resources.
Information is posted on the enrolment webpage in each September.
CHANGES TO STUDENT ENROLMENT STATUS
All relevant forms should be downloaded from the web: Changes in
enrolment forms. Please ensure that these forms are used as they are
amended to reflect current regulations and procedures. All forms should be
emailed electronically to student-records@rhul.ac.uk.
Changes can happen in the following ways.
1) INTERRUPTION OF STUDIES.
The Postgraduate Administrator authorises all requests for interruptions from
research degrees; for Master’s students, only those funded by RCUK will be
authorised by the Postgraduate Administrator.
Please note:
 Research students can apply for a retrospective period of interruption,
as long as the start date falls within the same academic year.
 Students funded by RCUK will not be able to apply retrospectively for a
period of interruption, as they are not allowed to receive any
maintenance during this period – in fact, they will be expected to
return any money paid in advance.
 Students in their writing-up year can apply for a period of interruption
or extension depending on the ground on which the request is made:
for cases where it is necessary to stop working altogether, an
interruption should be requested; in cases where more time is required,
an extension should be requested. In both cases, the request will be
considered at senior management level by either the Faculty Dean of
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the Vice Principal for Academic Affairs. If an extension is requested
and granted, the student will be liable for tuition fees for the relevant
period of enrolment.
College Regulations do not allow for a period of interruption longer than two
calendar years within the same degree programme: a period beyond two
years needs to be requested by the Head of Department as a waiver of
regulations.
In case of an external funding body, there may be further restriction to those
imposed by College Regulations as regards the allowed period of interruption
(i.e., the ESRC does not allow more than one year). If a student will need to
interrupt beyond what allowed by the funding body, s/he will be able to
maintain her/his registration at College, but will lose the award. Moreover, the
termination of the award may count as non-completion in the Submission
Survey.
During a period of interruption, students are not given access to College
facilities and should not attend lessons of any type or receive supervision.
Therefore, this procedure cannot be used to ‘buy time’ towards completing
the degree: if progress is an issue, this should be discussed with the
Postgraduate Administrator or the Assistant Registrar to the Faculty.
2) WITHDRAWAL FROM PROGRAMME.
As with interruptions, all withdrawals from research degrees are authorised by
the Postgraduate Administrator, as are withdrawals from Master’s
programmes if the student is RCUK funded.
3) CHANGE OF MODE OF ATTENDANCE (FULL- TO PART-TIME, PART- TO FULL-TIME).
This process is administered entirely between the department and Student
Records.
Please note: overseas student who are in the UK with a student visa will not be
able to renew it if not enrolled full time.
4) CHANGE OF TAUGHT POSTGRADUATE PROGRAMME.
This process is administered by the relevant academic department(s), the
relevant Assistant Registrar(s) and Student Records.
5) TRANSFER OF DEPARTMENT/PROGRAMME FOR RESEARCH DEGREES.
This is a more complex change as it has consequences on the REF (former
RAE) of the department. It must be treated as an individual case, rather than
a change in enrolment, and advice should be obtained by the relevant
Assistant Registrar as well as the Postgraduate Administrator. If possible, it
might be advisable for the student to withdraw from the original programme
and enrol onto the new one. This way the new department will have more
control over academic progress and timely completion. In case of a transfer,
it is advisable to draft a memo of agreement and have it signed by all parties
involved.
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2) Contacts for Student Administration
Student Administration Centre (Crossland Bungalow):
Enrolment
Tuition Fee invoices
Certification letters
Changes to student enrolment
CAS number for current overseas students
Administration of College Awards and Prizes
Student Housing
Graduation Ceremonies
Fee Payment Centre (Founder’s West 141):
Tuition and accommodation fee payments
Payment enquiries
International Office (Founder’s West 139):
Advice to international students
Visa applications
International loans (such as the US government one)
Exams and Research Degrees (Huntersdale 1-16):
All examination for UG, PGT and PGR students
Special exams arrangements
Requests for transcript / confirmation of award
Upgrade process for research degrees
Administration of RCUK funding
Regulatory and pastoral advice to PGR students
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3) Nomination of Examiners for the Examination of Research Degrees
Student fills in their part of the PhD
Entry form and gives it to Supervisor
Examiner not
approved.
Director of
Graduate
Studies asks
Supervisor to
nominate new
examiner
Supervisor fills in appropriate details and
then passes it on to the Board of the
department or school for approval
Missing
information
is provided
Director of Gradate Studies signs off the
approval on behalf of the department
Board and sends form to Exams
If information is
missing Exams
contact supervisor,
student or Director
of Graduate
Studies
Form is checked by Exams to make sure
all necessary information has been
completed
Memo and relevant details are sent to the
Dean of the Faculty for approval
Memo sent back to Exams Office
If approved
Exams informed
that Examiner has
been approved
If rejected
Supervisor
nominates new
examiner
Exams informed
that Examiner has
been rejected and
the reason why
Exams tells supervisor and
sends out pack to Examiner
Exams tell
supervisor
and DoGS
Examiner rejects
appointment
Examiner sends
back acceptance
form
Thesis dispatched to examiners once
both acceptance forms received
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