Postgraduate
Research
Handbook
for MPhil/PhD & MD(Res)
students and supervisors
Incorporating 2011/2012 Changes
to the Rules and Regulations
Changes over the academic period
Student Showcase Event (see page 6)
Information regarding King’s new Interdisciplinary Social Science Doctoral Training Centre (KISS
DTC) (see page 10)
Guidance for PhD students who wish to incorporate publications into their thesis (see page 17)
On-line progress reporting (see page 12)
Information on the Neuroscience sub-committee upgrade viva (see page 17)
Tuition fees for 2011/2 including clarification of fees for students who are members of IOP (see page
50, Appendix C)
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Content
Background .................................................................................................................................................5
Getting Started ............................................................................................................................................6
Induction .................................................................................................................................................6
Student Showcase Event .........................................................................................................................6
Plagiarism ...............................................................................................................................................6
Keeping in touch and use of KCL email .................................................................................................6
Supervision Meetings..............................................................................................................................7
Guidance for Supervision .......................................................................................................................7
Initial Target Setting ...............................................................................................................................8
Residence during studies and periods of time spent abroad (see also section entitled ‘International
Students’) ................................................................................................................................................8
Ethical approval ......................................................................................................................................8
Research Passports and Pre-engagement Checks ...................................................................................9
Research Passport/Honorary Contract to work in SLaM ....................................................................9
Occupational Health............................................................................................................................9
Criminal Record Bureau Disclosure ...................................................................................................9
Tuition Fees ............................................................................................................................................9
Training and Development .....................................................................................................................9
Needs Assessment ...............................................................................................................................9
Generic (‘Transferable’) Skills Training ............................................................................................9
King’s Interdisciplinary Social Science Doctoral Training Centre (KISS-DTC) .............................10
Participation in teaching ...................................................................................................................10
Monitoring ................................................................................................................................................12
MD (Res) Transfer ....................................................................................................................................13
Upgrading from MPhil to PhD .................................................................................................................14
The upgrade proposal ............................................................................................................................14
a. Upgrade support form ...................................................................................................................14
b. Abstract .........................................................................................................................................15
c. Upgrade proposal ..........................................................................................................................15
d. Literature review ...........................................................................................................................15
The review process ...............................................................................................................................15
Guidance for PhD upgrade proposals ...................................................................................................16
Upgrade viva (only for students in Neuroscience sub-committee) .......................................................17
Appeals against PhD upgrade and MD(Res) transfer decisions ...........................................................18
Submission of Thesis ................................................................................................................................19
Early submission ...................................................................................................................................20
Examination Entry Forms .....................................................................................................................20
Award names ....................................................................................................................................21
Appointment of Examiners ...............................................................................................................22
Requirements of a PhD Thesis ..............................................................................................................22
Content of a PhD thesis.....................................................................................................................22
Content of an MPhil thesis................................................................................................................23
Requirements of an MD(Res) submission ............................................................................................24
Content of an MD(Res) thesis...........................................................................................................24
MD(Res) by Publication ...................................................................................................................24
Format ...................................................................................................................................................25
Oral Examination (Viva) and Examination Results..................................................................................26
Writing up .................................................................................................................................................27
Writing up fees ..........................................................................................................................................27
Extensions .................................................................................................................................................27
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Interruptions ..............................................................................................................................................27
Student support .........................................................................................................................................30
General support .....................................................................................................................................30
Personal tutors .......................................................................................................................................30
Student Forum.......................................................................................................................................30
Education Support Team.......................................................................................................................31
Feedback and Complaints .....................................................................................................................31
Bullying and harassment .......................................................................................................................31
Emergencies and difficult situations .....................................................................................................31
Supervisory issues .....................................................................................................................................32
Eligibility Criteria for First Supervisors ...............................................................................................32
Eligibility Criteria for Second Supervisors ...........................................................................................32
Third Supervisor ...................................................................................................................................33
Supervisors’ Training Course ...............................................................................................................33
Committee Structure Supporting Research Students and Supervisors .....................................................34
MPhil/PhD Sub-committees .................................................................................................................34
MD(Res) sub-committee .......................................................................................................................34
Postgraduate Research Committee and Head of Graduate Studies (Research) ....................................34
KCL Graduate School ...............................................................................................................................35
Transfers ...............................................................................................................................................35
International students ............................................................................................................................35
Timetable for MPhil/PhD Students ...........................................................................................................36
Timetable for MD(Res) Students ..............................................................................................................37
Deadlines and Meeting Dates for MPhil/PhD Sub-Committees & MD (Res) .....................................38
Submission Dates for PhD upgrades.....................................................................................................38
Submission Dates for Monitoring Reports ...........................................................................................38
Meeting Dates for Institute Postgraduate Research Committee ...........................................................38
Dates for Induction Events....................................................................................................................38
Contacts.....................................................................................................................................................39
Appendix A ...............................................................................................................................................40
Responsibilities of the Student..........................................................................................................44
Guidance for Supervision .....................................................................................................................45
Appendix B ...............................................................................................................................................46
Appendix C ...............................................................................................................................................50
INDEX ......................................................................................................................................................52
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Background
The Institute of Psychiatry (‘the Institute’) is a school of King’s College London (‘King’s’), which is a college of
the University of London.
All colleges of the University are responsible for the selection, registration and monitoring of their own students
and have their own powers to award degrees separate from those of the University of London.
This handbook and associated documentation cover the framework that exists to enable students to pursue studies
leading to the award of a research degree at the Institute. Students enrolled for studies at the Institute are obliged
to follow the rules and regulations of the Institute, of King’s and, where appropriate, the University of London.
Supervisors and students are expected to keep up-to-date with any changes that may be made to this framework
that may be communicated to them throughout the year by e-mail.
King’s maintains a Core Code of Practice for Postgraduate Research Degrees, which specifies minimum
standards for a range of activities, including supervision, and which has regulatory status. Schools such as the
Institute can and do have standards which exceed those in the Core Code of Practice. It is the Institute rules as
set out here and in the research student pages of the Institute website, which should be adhered to as they
incorporate the minimum standards from the Core Code of Practice. We have particularly high expectations of
the supervision and training we offer our research students.
The conduct and progress of all students is overseen and managed by a local MPhil/PhD or MD(Res) subcommittee (‘the local sub-committee’) and through these, by the Head of Graduate Studies (Research).
This handbook should be read in conjunction with the following:
Core Code of Practice for Postgraduate Research Degrees of King’s
http://www.kcl.ac.uk/college/policyzone/index.php?id=245
Academic Regulations, Regulations Concerning Students & General Regulations of King’s
http://www.kcl.ac.uk/college/policyzone/index.php?id=90
Copies of these documents are available from the Education Support Team (see contacts).
The timetables included in this handbook (pages 36 and 37) give an outline of important dates for research
students, such as expected submission date. Students and supervisors should refer to these when reading this
Handbook.
Research studies at the Institute are currently based on a period of study leading to submission of a thesis within
three years of registration for an MPhil/PhD for full-time students and six years for part-time students.
MPhil/PhD students are required to submit no later than four years full-time and seven years part-time. MD(Res)
students are expected to submit their thesis within two years of full-time registration and four years of part-time
registration and required to submit no later than three years full-time and six years part-time.
Any exception to this period of study must be agreed with the IoP Head of Graduate Studies (Research).
Deadlines exclude formally approved periods of interruption.
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Getting Started
Student information and documents referred to throughout this Handbook can be found on the Institute’s research
student’s webpage at: http://www.iop.kcl.ac.uk/virtual/?path=/students09/research/
Induction
There is an induction session for all new King’s postgraduate research students on the afternoon of 5 October
2011 in the Franklin-Wilkins Building, Waterloo. This will introduce students to the role of the Graduate School,
School Heads of Graduate Studies and key support services across the College, as well as, providing breakout
sessions on key topics such as 'research integrity', 'writing for a research degree' and 'what people do with a
research degree'. For details see http://www.kcl.ac.uk/graduate/school/events/induction.html.
The Institute provides a two part induction course for first year students held at the beginning of the academic
year which students starting in October are required to attend in addition to the College event. The Institute
induction dates for 2011/2 are Tuesday 4th October 2011 in the morning and Wednesday 23rd November 2011 all
day. For details see http://www.iop.kcl.ac.uk/departments/?locator=1000. All students are required to attend
these events.
The Institute programme covers the following topics:








Welcome to the Institute
Registration and regulations
Intellectual property
Library
Expectorations of studying for a research degree
Training needs
Research governance
Departmental matters
A one-day induction event for mid-term starters takes place in the spring term. Further details are available closer
to the time.
Student Showcase Event
All new students are expected to attend the IOP Postgraduate Research Student Showcase taking place on Friday
18th November 2011. Current students in the second and third year will be presenting aspects of their work as
posters or talks. The event will provide new students with an excellent opportunity to learn about the range of
research being carried out by other students in their own department and elsewhere at the Institute.
Plagiarism
All students are required to read the College's statement on plagiarism and agree to abide by it when they register.
The College policy is detailed at http://www.kcl.ac.uk/college/policyzone/index.php?id=381 .
Keeping in touch and use of KCL email
Students are responsible for making sure that they notify their supervisor and EST of any change of address and
contact details (See Guidance for Supervision). Students, including part-time students and those studying
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overseas, must use their KCL email address as the primary account for their studies, and check their emails
regularly. If a student has problems connecting to the College email system they should contact the ISS Helpdesk
itservicedesk@kcl.ac.uk. Details of how to access your email via the web can be found at
http://www.kcl.ac.uk/it/owa.aspx. Details of how to connect your mobile devices to the College email system can
be found at http://www.kcl.ac.uk/onespace/it/email.
Supervision Meetings
First and second supervisors must meet their students regularly.
A joint meeting between the student and both the first and second supervisors should be held within the first
month of registering, which will usually cover the following topics:
 Guidance for Supervision document (see Appendix A)
 Initial Target Setting
 Skill needs assessment
 Calendar of meetings
 Period of time spent abroad (if applicable)
Supervisors should make specific arrangements (e.g. with the second supervisor) if their absence at this crucial
time is unavoidable, and a later joint meeting should be arranged at the earliest convenience.
The frequency of supervisory meetings for full-time students will be a minimum of 12 a year with the first
supervisor and 6 a year with the second supervisor. For part-time students it is a minimum of 6 a year with the
first supervisor and 3 a year with the second supervisor. For part-time students aiming to submit early (i.e. after 4
years and before 6 years), the requirement is the same as for full-time students.
It is emphasised that these are minimum requirements and it is expected that meetings will usually be more
frequent, especially at key times such as during the first months of the PhD or MD(Res), prior to PhD upgrade or
MD(Res) year 1 transfer review, and approaching thesis submission.
Meetings between student and supervisor should be held at times specifically set aside for this purpose and will
usually be one on one and face to face (or two supervisors with one student). Other arrangements, such as video
conferencing, can be set up, but must be approved by the local sub-committee which will seek to establish that
these arrangements do not compromise the quality and quantity of supervision required.
Students, who spend some of their research time outside the UK, should continue to have regular meetings with
their supervisors preferably as an arranged conference call, video conferencing, via Skype or similar technology.
Electronic mail (email) alone is not sufficient for supervisory meetings.
The supervisor should be accessible to the student when advice may be needed. In addition, if the student has an
urgent problem the supervisor should as far as possible meet with the student within two working days; this can
be by video conference or telephone if necessary. When the supervisor is away for more than two weeks, they
should let the student know how they can be reached in case of problems, or make arrangements for the second
supervisor or another member of staff to be available to the student during that period.
Guidance for Supervision
The Guidance for Supervision form outlines the responsibilities of the student and the supervisor. A copy of this
document must be signed by the student, both first and second supervisors and submitted to the Education
Support Team (EST) within one month of the student registering. Each party should keep a signed copy. Where
no changes to the guidance have been made, EST needs only a copy of the signature page. However, if
amendments are made on this document a full copy must be submitted to the Education Support Team.
The form is available at: http://www.iop.kcl.ac.uk/virtual/?path=/students09/gettingstarted
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Initial Target Setting
New students are required to submit an agreed initial target setting report within one month of registering. This
report will outline the aims and targets for the first three months of the student’s programme of study. This is the
first in the series of monitoring documents that are submitted at regular intervals, up to the point of thesis
submission. The form on which the report should be written can be found on the research student pages of the
Institute website: http://www.iop.kcl.ac.uk/virtual/?path=/students09/research/
Residence during studies and periods of time spent abroad (see also section entitled
‘International Students’)
Students are expected to centre their academic activities at the Institute for the duration of their registration, and
to live within such distance as will enable them to attend personally for their studies at such times as their
supervisors may require.
If the particular course of study requires that a student should collect or study material elsewhere, this should be
stated clearly on the Project Approval Form (submitted as part of the application to study at the Institute) prior to
the student commencing their studies. This will be approved by the Chair of the appropriate sub-committee.
Students who spend part of their time outside the UK need to agree detailed arrangements with their supervisor.
By the end of the first month they are expected to submit the form “Overseas research – periods of time spent
abroad” together with their Initial Target Setting Report. The form is available at
http://www.iop.kcl.ac.uk/virtual/?path=/students09/research/ and should include details of timing and durations
of such visits.
An absolute minimum of one year full-time equivalent must be spent attending the Institute. This should include
six months at the beginning of the period of registration and six months immediately before the submission of the
thesis. Other arrangements can, however, be agreed with appropriate justification.
If circumstances change during the period of study and a student intends to live elsewhere, supervisors and
student should discuss in detail and agree appropriate supervision arrangements to cover the period of absence.
The detailed plan should then be submitted to the chair of the appropriate local committee, who can grant or
refuse such permission.
During periods when they are based away from the Institute, students are still expected to submit monitoring
reports and undertake the required amount of transferable skills training.
Ethical approval
All research which involves human participants, including the use of human tissue or DNA, or raises other ethical
issues with potential social or environmental implications must be submitted for ethical review. Any research on
human participants found to have been conducted without the appropriate ethical approval will be reported as
misconduct. Recent changes mean that ethical approval may not be required if the research is based on existing
datasets where the information is fully anonymised. Students should discuss their own study with their supervisor
and seek advice from the appropriate ethics committee.
Where should I apply?
If your study falls within the remit of the NHS, you must apply to an NHS ethics committee. See here for more
details on what is in the remit of the NHS:
http://www.kcl.ac.uk/research/ethics/otherrecs/nhsapproval.html
If your study does not fall under the remit of the NHS, you should submit to the Psychiatry, Nursing &
Midwifery Research Ethics Sub-committee. For further details see:
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http://www.kcl.ac.uk/research/ethics/applicants/pnm/
Once the Project Approval Form has been approved by the Chair of the relevant local sub-committee and the
form completed and signed, the Education Support Team will issue a letter confirming that the project has been
approved, in view of applications for ethical approval.
Research Passports and Pre-engagement Checks
Research Passport/Honorary Contract to work in SLaM
In relation to their clinical work, some students may need to obtain a Research Passport or an Honorary Contract
with South London & Maudsley NHS Trust (SLaM). Further information can be obtained from the Research and
Development office in the Institute (http://www.iop.kcl.ac.uk/departments/?locator=1129). Depending on the
nature of your research, it may be necessary for you to undergo specific pre-engagement checks, such as a
Criminal Records Bureau (CRB) check and/or occupational health screening.
Occupational Health
All new students are required to complete an Occupational Health Questionnaire. The questionnaire needs to be
returned directly to the Occupational Health office, in the envelope provided. Once registered, students will be
advised whether they need to make an appointment with the office (tel. 02032882764).
Criminal Record Bureau Disclosure
It is a legal requirement for police checks to be undertaken on students who, as part of their programme of study,
will be in a position of responsibility with NHS patients. No student is permitted to be in contact with patients
prior to receiving acceptable clearance. It is the joint responsibility of the student and supervisor to ensure that
the student has undergone and been cleared by such a check well in advance of a stage of their programme that
requires contact with patients. For further information please contact the Education Support Team.
Tuition Fees
Tuition fees for 2011/12 Academic Year are shown in Appendix C. Please contact the Education Support Team
to discuss any tuition fee queries. Tuition fees will normally be billed on the anniversary of the student’s initial
registration date.
Training and Development
Needs Assessment
The Institute aims to ensure that students develop skills complementary to the needs of completing a PhD or
MD(Res) and beyond. Students and supervisors are required at their first or second meeting to use the materials
that have been devised (SkillSet, available at http://www.iop.kcl.ac.uk/virtual/?path=/students09/research/), to
establish the areas that will be developed through appropriate training during their first year of registration. This
should then be repeated on an annual basis, making adjustments for the student’s personal development and their
progression.
Generic (‘Transferable’) Skills Training
Generic skills are defined as essential work skills that are not specific to any one subject or profession. Once
acquired, they may be transferred to, and used in, other contexts. These skills are relevant to all careers within
and outside academia. Detailed guidance is available at
http://www.iop.kcl.ac.uk/virtual/?path=/students09/research/monitoring/
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The Institute and King’s aim to meet the requirements of the Research Councils of the United Kingdom (RCUK)
that research students undergo 10 days’ training per year for full-time students and 5 for part-time students in
generic skills and skills in research methods. For part-time students aiming to submit early, the requirement is the
same as for full-time students. The total requirement is for a minimum of 30 days. Attendance at conferences will
usually only constitute a small component of generic training activity, and requires that the supervisors have
ensured that there really is a training and development element involved (e.g. presentation skills training).
For MD(Res) students the requirement is to complete 5 days of training and development activity per year (2
days per year for MD(Res) by publications). This is a minimum total of 20 days for standard registration and 8
days for registration by publications, over the duration of the studies. Training and development activity must be
accurately recorded on students’ monitoring reports.
Training and development activity is monitored by the relevant subcommittee. Such training is a requirement of
progression.
It is the responsibility of the student to discuss training activities with supervisors when completing the Skillset
document (which should be done each year) and monitoring reports. This is important to avoid monitoring forms
being returned by the relevant sub-committee.
The Skillset document is available at:
http://admin.iop.kcl.ac.uk/educationsupport/research/SkillSet%2011-07.doc
Attendance at courses and other appropriate events outside those delivered by the Institute and King’s is also
encouraged, subject to resource availability.
It is the responsibility of supervisors to ensure that students continue to undertake adequate and appropriate
training and development activity.
Training and development is delivered by a structured system of provision both locally within the Institute, on a
College-wide basis, and beyond. Further information is available via the Graduate School Researcher
Development Programme (by e-mailing gradtrain@kcl.ac.uk, or by telephone 02078483931;
http://www.kcl.ac.uk/graduate/school/training/).
King’s Interdisciplinary Social Science Doctoral Training Centre (KISS-DTC)
Funded by the Economic and Social Research Council, the KISS-DTC is based in the Graduate School and
provides studentships, training courses, and other support for doctoral research in the social sciences at King’s. It
is organized around research themes overseen by a designated theme leader, responsible for organizing seminars,
workshops, and other activities designed to bring together postgraduate students and staff across the college. The
KISS-DTC will also be running a series of linked courses designed specifically to support first year PhD students
through the process of upgrading:
 Research design and evaluation

Reviewing the literature

Upgrade clinics
By the end of these courses, each student will have written, received feedback on, and had a chance to revise
initial drafts of the material required for an upgrade report. For more information about these courses and how to
sign up for them, see http://www.kcl.ac.uk/study/pg/school/KISSDTC.aspx
Participation in teaching
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Students may be given the opportunity to contribute to teaching, for example through lecturing, demonstrating
practical classes, project supervision, marking and taking tutorials. Further information is available in the Core
Code of Practice.
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Monitoring
Monitoring (or progress) reports have a dual function. They are the main way in which progress is reported to
the Institute and they are designed to be a tool to assist with progression towards the PhD or MD(Res). Students
must work with their supervisors to complete and submit monitoring reports as required by the timetable or as
additionally requested by the local sub-committee or Head of Graduate Studies (Research). The form on which
monitoring reports should be submitted can be found on the research student pages of the Institute website
(http://www.iop.kcl.ac.uk/virtual/?path=/students09/research/).
In early 2012, progress reporting for King’s research students will change and all students will be required to
submit progress reports on-line. Information will be circulated at the beginning of the academic year.
The monitoring report indicates progression towards agreed targets set jointly by the student and supervisors. The
monitoring report is designed to:
i)
ii)
iii)
facilitate target setting and forward planning by student and supervisors;
enable student and supervisors to monitor progress against previously agreed targets;
provide the MPhil/PhD or MD(Res) sub-committee with information about the student's progress since the
last review and plans for the future.
The monitoring report covers:









progress made against the targets set at the previous review;
targets for the next review period;
an action plan for unmet targets;
achievements towards the project not previously targeted;
potential obstacles to achieving new targets;
details of training and development activity;
other time commitments (i.e. work undertaken other than the PhD or MD(Res));
details of periods of time spent outside the UK;
confirmation of any changes in registration over the review period (e.g. changes to supervision, rate of
study, employment status).
Full-time PhD students are expected to devote their time to their studies as though it were a full-time job. Parttime students are expected to devote at least 16 hours per week to their studies, but it is recognized that students
will, from time to time, participate in a range of activities in their laboratory or group which are not directly
related to their own studies. In order that these activities can be taken note of students should record activities not
central to their PhD or MD(Res) work on the monitoring forms (under Other time commitments).
Monitoring reports are submitted for consideration to local sub-committee. They are a crucial part of evaluating
progress and it is a requirement that they are completed accurately and on time. Failure to submit monitoring
reports will be regarded as indicating lack of progression, which could result in de-registration of the student.
Any major changes in circumstances or course of study, or any major problems in supervision or progression
should not only be indicated on the monitoring form, but also in a direct communication to the chair of the local
sub-committee, as each sub-committee has to deal with a substantial volume of material and may not always be
able to identify such changes from the form.
Falsification of any details on the monitoring report by student or supervisors is a serious disciplinary matter.
Monitoring report forms are submitted every 3 months by all students, up to the point of thesis submission. They
are also submitted by students whose viva outcome is 18 months referral, up to the point of thesis resubmission.
In cases of unsatisfactory progress the MPhil/PhD or MD(Res) sub-committee will require immediate action from
the student, defining a clear timetable within which such action should be taken.
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MD (Res) Transfer
At one year from registration students are required to give a presentation to a review panel. This is a mandatory
requirement and a satisfactory review is required for the student to continue their course of study. The
presentation should be brief (no more than 10 minutes) and aim to satisfy the sub-committee that the research is
progressing satisfactorily. The aim is to help the student, supervisors and sub-committee anticipate any
problems. The full guidelines for MD(Res) Year 1 review are available at:
http://www.iop.kcl.ac.uk/virtual/?path=/students09/research/
Students are asked to prepare a powerpoint presentation with a handout of the slides, which should be discussed
and rehearsed with both supervisors. The presentation should cover the following areas:





Background (very brief – focused on the project)
Aims (e.g. the hypotheses you are testing, or the phenomena you are describing)
Methods (if the project includes several studies, each of these needs to be highlighted)
An update on progress made to date
The proposals for future work including a timetable for completion and anticipated problems.
The suggestion is to limit the total number of slides to five or six, and certainly no more than ten. The
presentation will be followed by 10 minutes of questions and discussion by the panel.
Copies of the review form will be sent to both supervisors and the student.
The panel will make one of the following recommendations:
i)
ii)
iii)
Registration should continue to the 2nd year and beyond
To defer a decision pending a further review
That the student’s registration should be terminated
In the event of (ii) the panel should specify in writing, the reasons for the decision and a timetable and format for
a second review exercise. This should normally take place within six weeks of the first review viva. The letter
should also enclose the review report agreed by the examiners and explicitly stipulate the consequences of failing
to satisfy the panel at the second attempt (i.e. termination of registration). Where a further review is
recommended, the Head of Graduate studies (Research) should be informed by the sub-committee.
Following a second review exercise the panel will make a final decision on the future registration status of the
student. In the event that the panel recommends termination of the student’s registration, the panel should liaise
with the Head of Graduate Studies (Research), who will inform the student in writing of the final decision.
The composition of the panel for the second review exercise will remain the same in terms of role but may be
amended in terms of individual membership to take account of the possible need to apply a final decision in
respect of the student’s registration.
In exceptional circumstances, and only where the student has already been given a prior written warning
regarding their lack of progress and the action required to rectify this, a transfer panel may recommend the
termination of registration without the need for the second review meeting.
All recommendations of the panel, and the basis for that recommendation, will be forwarded to the Postgraduate
Research Committee for ratification.
Should a recommendation be made to terminate registration the student has the right to appeal the Committee
decision as described below (‘Appeals against PhD Upgrade and MD(Res) Transfer decisions’). The Institute’s
appeal procedure in respect of upgrade decisions should be completed before the College will hear any appeal by
the student under the College’s Regulations.
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Upgrading from MPhil to PhD
Full-time students are expected to transfer from MPhil to PhD status at 9 months from the date of their initial
registration and must transfer by 18 months. For part-time students this transfer should take place 18 months from
the date of their initial registration. However, part-time students aiming for early submission are expected to
upgrade by 12 months.
Students can submit their upgrade proposal at an earlier date if agreed with their supervisor and should inform the
Education Support Team two months in advance if they wish to do so. However, even if submission is made
earlier the upgrade cannot be fully approved before 9 months of study (or part-time equivalent).
It is regarded as good practice for students to have made a formal presentation of their proposed and/or current
work to the department or similar grouping prior to the submission of the upgrade. If done, brief details should
be included in the upgrade proposal. Students are required to make at least one formal presentation in the course
of their studies.
The upgrade proposal
The upgrade submission needs to include the following components:
a. Upgrade support form from the first and second supervisor
b. Abstract (250 words)
c. Upgrade proposal (2000-5000 words)
d. Literature review (500-2000 words)
e. Completed upgrade feedback questionnaire
Students are expected to submit to the Postgraduate Research Officer in the Education Support Team one hard
copy and one electronic copy of the four components.
The submission deadlines are listed in the calendar on page 37.
a. Upgrade support form
The proposal will always be accompanied by a written report from the both supervisors. The form can be
downloaded via http://www.iop.kcl.ac.uk/virtual/?path=/students09/research/upgrade/ or obtained from the
Postgraduate Research Officer.
In the unusual circumstances where the supervisors feel unable to support the submission, at least one month
before the upgrade is due (usually well before this point), they are expected to:
 discuss their concerns with the student;
 give the student an opportunity to respond to feedback;
 help the student find ways of correcting agreed problems and provide sufficient time to do so;
 for any remaining concerns, write a letter detailing the outcome of their discussion and advising the
student of what is required for their concerns to be addressed; the letter is to be sent to the student and the
sub-committee considering the upgrade (via the Education Support Team).
The expectation is that such issues will not only arise at the point of the upgrade. If difficulties exist, evidence of
ongoing concerns should also be present in the formal records of previous supervision meetings or monitoring
reports.
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b. Abstract
The proposal should be accompanied by an abstract of not more than 250 words. This should be submitted on the
appropriate form which is available on the research student pages of the Institute website
(http://www.iop.kcl.ac.uk/virtual/?path=/students09/research/upgrade/).
c. Upgrade proposal
Students will be required to submit a fully referenced upgrade proposal of between 2000-5000 words (excluding
references). The structure of the proposal should be as follows:
i)
ii)
aims and objectives;
background: a succinct statement of the present state of the field which summarises the current theory and
state of the evidence;
iii) hypotheses under investigation;
iv) progress made to date;
v)
methodology: to include experimental design, statistics, measurement, specific techniques, ethical issues
and ethical approval;
vi) where work is done in conjunction with the supervisor and/or with fellow research workers, a statement of
the candidate’s own personal share in the investigations;
vii) pilot work;
viii) planned future work;
ix) an explanation of how the whole project will form a distinct contribution to the knowledge of the subject
and afford evidence of originality shown by the discovery of new facts and/or the exercise of independent
critical power;
x)
proposed timetable;
xi) a report on transferable skills completed to date and a plan of proposed transferable skills training for the
remainder of the registration period;
xii) word count.
d. Literature review
Students should also submit a 500-2000 word review of the literature relevant to the project being conducted.
The review process
The Postgraduate Research Officer works closely with the Chairs of the relevant MPhil/PhD sub-committee to
identify suitable reviewers and obtain their reports in time for consideration by the sub-committee meetings. The
reviewer can ask for a second review to be organised, if specific additional expertise is needed. For the majority
of sub-committees the identity of the reviewers is anonymous to the student and supervisor.
When assessing the proposal, the reviewer will seek to satisfy themselves that:
i)
ii)
iii)
iv)
v)
vi)
vii)
the research project is likely to lead to a successful PhD;
it represents a three year course of study (or more in the case of officially designated four year PhD
programmes);
the student is aware that a PhD thesis must contain new facts and cannot simply review existing material;
the student is aware of any difficulties in critically evaluating existing material or in presenting or
analysing their data with a view to correcting any problems at the earliest possible stage are identified;
the student is provided with a reasonably objective judgment of where they stand - this may be particularly
useful if things are not going well;
the student and supervisor have defined precisely the scope of the research;
proper consideration has been given to training and development needs.
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Once proposals have been considered by the local subcommittee, students will be notified in writing of the
decision by the Education Support Team. There are three possible outcomes:



to approve the upgrade;
to defer approval of the upgrade subject to the student meeting conditions for upgrade set by the local
subcommittee;
to refuse upgrade.
The sub-committee will normally allow the student at least one more attempt to submit the upgrade before a
decision is taken to refuse upgrade.
Exceptionally, the MPhil/PhD sub-committee may recommend for the student and supervisors to meet with the
reviewers, to clarify any outstanding issues before a decision is made.
If the local subcommittee decides to refuse the upgrade full reasons for the decision should be given in writing to
the student.
A student may appeal against a local sub-committee's decision not to approve an upgrade from MPhil to PhD.
The Institute’s appeal procedure in respect of upgrade decisions should be completed before the College will hear
any appeal by the student under the College’s Regulations (see Appeals section below).
Guidance for PhD upgrade proposals
What is expected from a PhD project?
The PhD project should
(1) be a sufficiently large piece of work (what can reasonably be expected to be achieved in 3 years of full-time
work)
(2) form a distinct contribution to the knowledge of the subject and afford evidence of originality by the
discovery of new facts and/or by the exercise of independent critical power
(3) be of publishable quality. Thus, the quality of the PhD project needs to be evaluated with similar criteria as a
journal article in the relevant field of study
Upgrade proposal
The reviewers might considerer the following questions when evaluating the suitability for upgrade to Ph.D.
status:
(1) Research Questions
Are the research questions clear?
Are they adequate in scope for a PhD project (3 years of full-time work) without being overambitious?
Are they likely to lead to an original contribution to the knowledge in the field (the PhD must contain new facts
and cannot be simply review existing material)?
Has the student deduced the research questions from the relevant literature in a logical and coherent way?
Is the student's contribution to the project substantial enough for a PhD project?
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(2) Methods
Are the methods suitable for investigating the research question?
Have they been piloted adequately?
Are the statistical methods suitable for testing the hypotheses?
Are the power calculations adequate?
Has the student considered the ethical issues of the project?
(3) Feasibility
Is the project feasible in the time given (consider technical requirements, participant recruitment, data analysis
requirements)?
Is there a back-up plan in case things do not go as expected (e.g., alternative sources of recruitment)
Is the time table realistic (e.g., allow enough time for data analysis and write-up)?
Has the student obtained consent from collaborators and recruitment sources?
(4) Presentation
Is the English adequate?
Does the student present his/her arguments coherently?
Does the student demonstrate the ability to evaluate the literature critically?
Is the reference list adequate?
(5) Progress made so far
Has the student obtained ethics and R&D approval?
Have pilot studies been completed?
Has data collection for the main studies started?
How much data has been collected and what remains to be collected (e.g. actual numbers)
Has the student reviewed the relevant literature?
(6) Plan for Transferable Skills Training
Have the student and supervisor identified training needs?
Is the plan for transferable skills training adequate?
Upgrade viva (only for students in Neuroscience sub-committee)
In addition to submission of upgrade proposal, students in Neuroscience sub-committee are required to undertake
an upgrade viva. The upgrading panel meet with the student to discuss the upgrade proposal, and plans for the
completion of the PhD research. Typically the upgrade viva will last for up to one hour and will involve the
upgrade examiner, and a member of the Neuroscience MPhil/PhD sub-committee team. The student will be
asked to defend the interpretation of the literature, any findings presented in the upgrade report, and proposals for
conducting the remainder of the PhD research.
The purpose of the upgrade viva is to check that students being upgraded to PhD status are prepared to complete
their studies in the time frame allowed and to give students an opportunity to experience a viva examination in
preparation and training for the final viva voce examination of the PhD.
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Appeals against PhD upgrade and MD(Res) transfer decisions
A student may appeal against a local sub-committee's decision not to approve an upgrade from MPhil to PhD or
transfer to the second year of study for MD(Res) students. The Institute’s appeal procedure in respect of upgrade
decisions should be completed before the College will hear any appeal by the student under the College’s
Regulations.
An appeal must be requested in writing and lodged with the Education Support Team within 14 working days of
the receipt of the local sub-committee's decision. The grounds of the appeal must be clearly stated in the appeal
and appropriate documentation supplied. Any information supplied by the student at a later date will only be
considered if, in the judgment of the Chair of the Postgraduate Research Committee (or their nominee serving on
the appeals panel), there are valid reasons why it could not have been submitted as part of the initial appeal letter.
An appeals panel shall be established comprising:
i)
ii)
iii)
the Chair of the Postgraduate Research Committee or nominee;
two members of the Postgraduate Research Committee;
an Education Support Team representative.
The panel shall not include anyone involved in the local subcommittee's original decision not to approve an
upgrade or the student’s supervisors. If the panel does not include anyone with expertise to judge the grounds for
the appeal then a further member will be invited to join.
The local subcommittee will submit the information provided to the student together with a more detailed account
of the factors which informed the local subcommittee's decision.
The student's supervisor will be asked to provide a statement indicating whether or not they support the appeal
and whether they think that the student should be allowed to upgrade and the reasons for this recommendation.
The panel will consider the upgrade report, the detailed decision and the written submission appealing against the
decision. This review should ideally happen within 14 working days of receipt of the appeal by the Education
Support Team and no later than 28 working days. Before making a decision the panel may decide:
i)
ii)
iii)
to request a further referee’s reports;
to seek clarification from any party involved;
to interview the student and/or supervisor.
The panel is not required to meet unless it is decided to interview the student. The student may be accompanied
by a representative of either the Institute’s Student Forum or King's College London Students' Union.
If the panel does decide to meet, the student’s supervisor will be invited to attend. The panel may take one of the
following decisions:
i)
ii)
iii)
reject the appeal and withdraw the student from the programme of study;
for MPhil/PhD students the panel may reject the appeal and allow the student to continue at MPhil level;
uphold the appeal and allow MPhil to PhD upgrade or MD(Res) transfer.
In the event of (i) or (ii) being recommended as the outcome of a progress or upgrading review, students will be
permitted to appeal against the decision in accordance with section B4 of the College Regulations Concerning
Students.
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Submission of Thesis
Full-time PhD students are expected to submit their thesis within 3 years of registration.
Part-time PhD students are expected to submit their thesis within 6 years of registration.
Extensions of up to one year can be considered by the Head of Graduate Studies (Research). During this final
year students will be classified as ‘writing up’ unless registered under a four year funded PhD.
Full time MD(Res) students are expected to submit their thesis within 2 years and required to submit no later than
3 years.
Part time MD(Res) students are expected to submit their thesis within 4 years and required to submit no later than
6 years.
These timetables to not include any period of officially approved interruption.
According to the College’s Academic Regulations for Research Degrees, PhD students cannot submit later than 4
years full-time or 7 years part-time, not including official interruptions. Submission beyond these points requires
an application for suspension of regulations to the College. A successful outcome of such applications cannot be
guaranteed, therefore students in breach of College rules regarding the maximum period of registration (or likely
to be) may have their registration terminated.
In the first instance, applications to submit early or late must be made to the Head of Graduate Studies (Research)
(see table below for more information).
Submission Period
Permissions required
Submission period
Permissions required
PhD (full-time)
PhD (part-time)
Submit between 2 yrs Permission to submit early Submit prior to 4 yrs 3 Permission to submit early
and 2 yrs 6 mo
from HOGS
mo
from HoGs; possible request
for suspension of King’s
regulations required
Submit between 2 yrs 6 No permission required.
Submit between 4 yrs 3 No permission required
mo and 3 yrs
mo and 6 yrs
Submit between 3 yrs Request extension through Submit between 6 yrs Request extension through
and 4 yrs
HOGs (and transfer to and 7 yrs
HOGs (and transfer to
writing up status where
writing up status)
applicable)
Submit after 4 yrs
Request for suspension of Submit after 7 yrs
Request for suspension of
King’s regulations through
King’s regulations through
HoGs (no guarantee that this
HoGs (no guarantee that this
will be approved)
will be approved)
MD Res (full-time)
MD Res (part-time)
Submit before 2 yrs
Permission to submit early Submit before 3 yrs
Permission to submit early
from HOGS
from HOGS
Submit between 2 yrs No permission required
Submit between 3 yrs No permission required
and 4 yrs
and 6 yrs
Submit after 4 yrs
Request for suspension of Submit after 6 yrs
Request for suspension of
King’s regulations through
King’s regulations through
HoGs (no guarantee that this
HoGs (no guarantee that this
will be approved)
will be approved)
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Early submission
The period of study designed to lead to a PhD is three years full-time and six years part-time, and early
submission is, therefore, not recommended as examiners may question the time spent on research and training, in
particular whether it represents the amount of research and training which might reasonably be expected in a
three year full time period.
PhD students submitting a thesis before 2 years and 6 months of full-time registration, or before 4 years and 3
months of part-time registration, must request permission to do so from the Head of Graduate Studies (Research)
via the Education Support Team. The request needs to be made in writing and supported by the student and both
supervisors. The letter must specify how the student has been able to complete the required work in a shorter time
than usual. In such cases, details of the full (30 days) training and development activity must also be specified.
For part-time students aiming to submit early, the requirement is the same as for full-time students in relation to
submission of upgrade at 9 months and number of supervisory meetings each year.
Students submitting a thesis for an MPhil do not require permission to submit at 2 years.
The Institute regards successful completion of a research degree as being both the successful completion of a
thesis and examination under the regulations, and the receipt of training that will enable the student to become a
highly successful postdoctoral researcher. Training to achieve this is provided throughout the period of study.
Examination Entry Forms
Students are expected to submit the examination entry form (RD1 form) 4-6 months before the thesis submission.
This form is valid for a period of one year.
The stages involved are detailed at:
http://www.kcl.ac.uk/about/structure/admin/acservices/examinations/research/
The forms required are available at:
http://www.kcl.ac.uk/about/structure/admin/acservices/examinations/research/forms.html
Signed forms need to be submitted to the College Examinations office, addressed to the Senior Administrator
(Research Degrees), College Examinations Office, James Clerk Maxwell Building. The form must be countersigned by the Chair of the relevant sub-committee before its submission and/or Chair of the Institutes Subject
Area Board.
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Award names (Field of Study)
When completing the examination entry form (RD1), students are required to indicate as the subject of their
MPhil, PhD or MD(Res) one of the approved subjects listed below (this is called ‘Field of Study on the RD1
form). Where none of the subjects is a true reflection of the research conducted, students can request approval for
an alternative subject from the relevant local subcommittee. Any such request needs to be endorsed by both
supervisors and submitted to the Postgraduate Research Manager.
1. Addiction Sciences
2. Behavioural Genetics
3. Biological Psychiatry
4. Biostatistics
5. Biostatistics of Brain Imaging
6. Child and Adolescent Psychiatry
7. Child and Adolescent Social Psychology
8. Child and Adolescent Health Economics
9. Child and Adolescent Mental Health Services Research
10. Child and Adolescent Psychiatric Epidemiology
11. Child Neuropsychology
12. Child Psychiatry
13. Child Psychology
14. Clinical Neuroscience
15. Clinical Psychopharmacology
16. Developmental Neuroscience
17. Developmental Psychopathology
18. Epidemiological Psychiatry
19. Epidemiology
20. Forensic Health Service and Population Research
21. Forensic Neuroscience
22. Forensic Psychiatry
23. Forensic Psychology
24. Genetic Epidemiology
25. Health Economics
26. Health Services Research
27. International Child and Adolescent Public Mental Health
28. International Public Mental Health
29. Molecular Biology
30. Molecular Genetics
31. Neurobiology
32. Neuroimaging
33. Neuroscience
34. Old Age Psychiatry
35. Pharmacogenetics
36. Psychological Medicine
37. Psychology
38. Psychology and Neuroscience
39. Psychopharmacology
40. Psychiatry
41. Psychosis
42. Social Psychology
43. Social, Genetic and Developmental Psychiatry
44. Statistical Genetics
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Appointment of Examiners
The Nomination of Examiners form (RD1) should be completed by the supervisor and counter-signed by the
Chair of the relevant sub-committee.
Two examiners should be nominated:
i)
ii)
one must be external to the University of London; and
one must be from the University of London.
Please note that despite the departure of Imperial College London from the University, Imperial staff are still
being treated as “internal” by the University.
For each nominated examiner the supervisor should state:




name, title and full address
expertise in relation to the thesis
experience of PhD examining in the University of London and/or elsewhere in the UK
any connections with the candidate and/or supervisor
The examiner from the University of London may be a member of King’s, including the Institute, providing that
they have not been associated in any way with the student’s work.
The only exception to this is if the student is a member of staff, in which case both examiners have to be external
to the Institute and King’s.
If a proposed examiner is examining a MPhil, PhD or MD(Res) thesis for the first time, it is important that they
are paired with an experienced examiner.
In exceptional circumstances, it may be necessary to nominate an examiner from overseas. In such instances it is
necessary for confirmation to be given to the College examinations office that the department is prepared to pay
the travelling and other expenses of the examiner.
Requirements of a PhD Thesis
Content of a PhD thesis
There is a limit of 100,000 words for a PhD thesis. This shall be inclusive of footnotes, but exclusive of
appendices and bibliography.
The scope of the PhD thesis shall be what might reasonably be expected after three or at most four years of fulltime study and research training. The thesis shall:
i)
ii)
iii)
iv)
v)
vi)
vii)
consist of the candidate's own account of their investigations and indicate how they appear to advance the
study of the subject;
form a distinct contribution to the knowledge of the subject and afford evidence of originality by the
discovery of new facts and/or by the exercise of independent critical power;
be an integrated whole and present a coherent argument;
give a critical assessment of the relevant literature, describe the method of research and its findings, and
include a discussion on those findings, and indicate in what respects they appear to the candidate to
advance the study of the subject;
be written in English and in a satisfactory literary presentation;
include a full bibliography and references;
demonstrate research skills relevant to the thesis being presented;
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viii) be of a standard to merit publication in whole or in part or in a revised form (for example, as a monograph
or as a number of articles in learned journals).
The greater proportion of the work submitted in a thesis must have been done after the initial registration for a
research degree, except in the case of a student who commenced their registration at another institution.
A candidate may submit the results of work done in conjunction with their supervisor and/or with fellow research
workers provided that the candidate states clearly their own personal share in the investigation and that the
statement is certified by the supervisor.
Work already published, either by the candidate or jointly with others, may be included only if it forms an
integral part of the thesis and thereby makes a relevant contribution to the main theme of the thesis and is in the
same format as the rest of the thesis.
From October 2011, King’s regulations will be amended to allow students registered for a PhD to include
publications in the thesis. A series of papers, whether published or otherwise, is not acceptable for submission as
a thesis. However, research work already published, or submitted for publication, at the time of submission of
the thesis, either by the candidate alone or jointly with others, may be included in the thesis. Publications derived
from the work in the thesis may be bound as supplementary material at the back of the thesis. Latest guidance for
inclusion of publications in thesis is available at:
http://www.kcl.ac.uk/campuslife/services/examinations/researchdegrees/candidates/thesisincorporatingpublicatio
n.pdf
Content of an MPhil thesis
There is a limit of 60,000 words for an MPhil degree. This shall be inclusive of footnotes, but exclusive of
appendices and bibliography.
The scope of the MPhil thesis shall be what might reasonably be expected after two or at most three years of fulltime study. The thesis shall:
i)
ii)
iii)
iv)
v)
vi)
consist of the candidate's own account of their investigations;
be either a record of original work or of an ordered and critical exposition of existing knowledge and shall
provide evidence that the field has been surveyed thoroughly;
be an integrated whole and present a coherent argument;
give a critical assessment of the relevant literature, describe the method of research and its findings, and
include a discussion on those findings;
be written in English and in a satisfactory literary presentation;
include a full bibliography and references.
The greater proportion of the work submitted in a thesis must have been done after the initial registration for a
research degree, except in the case of a student who commenced their registration at another institution.
A candidate may submit the results of work done in conjunction with their supervisor and/or with fellow research
workers provided that the candidate states clearly their own personal share in the investigation and that the
statement is certified by the supervisor.
Work already published, either by the candidate or jointly with others, may be included only if it forms an
integral part of the thesis and thereby makes a relevant contribution to the main theme of the thesis and is in the
same format as the rest of the thesis.
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Requirements of an MD(Res) submission
Student registered for MD(Res) can submit either a thesis or a collection of publications. The format of the
submission is specified from the start, when students select their study route.
Content of an MD(Res) thesis
There is a limit of 50,000 words for an MD(Res) degree. This shall be inclusive of footnotes, but exclusive of
appendices and bibliography.
The scope of the MD(Res) thesis shall be what might reasonably be expected after two or at most three years of
full-time study. The thesis shall:
i)
ii)
iii)
iv)
v)
vi)
vii)
viii)
ix)
deal with any branch of medicine, or surgery or medical science;
consist of the candidate's own account of their investigations;
form a distinct contribution to the knowledge of the subject and afford evidence or originality by the
discovery of new facts and/or by exercise of independent critical power and shall provide evidence that
the field has been surveyed thoroughly;
be an integrated whole and present a coherent argument;
give a critical assessment of the relevant literature, describe the method of research and its findings, and
include a discussion on those findings and indicate in what respects they appear to the candidate to
advance the study of the subject; and in so doing, demonstrate a deep and synoptic understanding of the
field of study (the candidate being able to place the thesis in a wider context), objectivity and the capacity
for judgment in complex situations and autonomous work in that field;
be written in English and in a satisfactory literary presentation;
include a full bibliography and references;
demonstrate research skills relevant to the thesis being presented; and
be of a standard to merit publication in whole or in part or in a revised form (for example, as a
monograph or as a number of articles in learned journals);
The greater proportion of the work submitted must have been done after the initial registration for a research
degree, except in the case of a student who commenced their registration at another institution.
A candidate may submit the results of work done in conjunction with their supervisor and/or with fellow research
workers provided that the candidate states clearly their own personal share in the investigation and that the
statement is certified by the supervisor.
MD(Res) by Publication
The submission of the MD(Res) by Publication consists of publications accompanied by a supporting document,
of at least 10,000 words
The requirements for the publications included are as follows:
 the papers included need to form a continuous theme;
 the majority of work to be carried out after registration;
 the student to be first author on a minimum of two publications making up the thesis (if not justification
must be given);
 a minimum of 2 papers published in peer-reviewed journals (but no maximum number of published
papers);
 as part of the final submission, there should be no more than two additional unpublished papers in the
process of editorial review.
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The supporting document should;
 include a general introduction and a general conclusion;
 include a section on the research methodology adopted;
 set the published work in the context of existing literature and;
 evaluate the contribution that the research in the submitted publications makes to the advancement of the
research area;
 stress the coherence of the publications, linking them to the methodology adopted.
The publication and supporting document should be of a standard equivalent to that of a ‘normal’ MD(Res) in
that it should form a distinct contribution to the knowledge of the subject and afford evidence of originality by
the discovery of new facts and or by the exercise of independent critical power.
Format
Details regarding the format of the submission can be found at
http://www.kcl.ac.uk/about/structure/admin/acservices/examinations/research/candidates.html
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Oral Examination (Viva) and Examination Results
Students and supervisors are encouraged to organise mock-viva sessions before the formal examination takes
place.
Once examiners have been agreed by the Institute’s Subject Area Board, it is appropriate for a provisional
examination date to be set by the first supervisor and examiners, taking into account the likely submission date
and the requirement to hold the examination within three months of submission.
Once the thesis has been sent to the examiners the student’s supervisor is asked to contact the examiners and the
candidate to confirm a mutually convenient time and place to hold the oral examination.
During the oral examination the examiners seek to establish whether all the requirements for a thesis submitted
for the research degree have been met and that the thesis is genuinely the work of the candidate. There is no set
requirement about how the oral examination should be conducted or how long it should be, but the candidate
should have adequate opportunity, encouragement and time to explain their research and to defend the thesis.
The options open to the examiners are:
a) pass (the candidate has satisfied the examiners in the examination for the degree)
b) pass subject to completion of minor amendments 3 months from the date on which the student receives
notification of the corrections required;
c) pass subject to completion of major amendments within 6 months from the date on which the student
receives notification of the required amendments;
d) permission to re-present thesis in a revised form within 18 months from the date on which the student
receives notification of the required amendments;
e) consideration for a related lower degree, where available;
f) fail, without permission to re-enter examination.
Examiners should not consider option (e) unless they have first considered and rejected the preceding options,
and should not consider option (f) unless they have previously considered and rejected all the preceding options.
In the case of option (d), students will be returned to writing up status. They will need to start submitting
monitoring reports again, and they will need to set targets in the similar format to Initial Target Setting, submitted
at the start of their studies.
The examiners should make known to the King’s Examinations Office the result which has been decided upon
within two weeks of the oral examination. The candidate is then notified of the result by letter from the King’s
Examinations Office. In the event of the Examiners delaying, the supervisor may enquire (normally of the
internal examiner) as to the cause of the delay. The student must not normally have contact with either of the
examiners after the viva other than to submit requested corrections before the result is known. Queries regarding
examination entry forms, appointment of external examiners and examination results following viva should be
directed to King’s Examination Office (see contacts). Information for candidates, examiners and supervisors is
also available on King’s Examination Office website:
http://www.kcl.ac.uk/campuslife/services/examinations/researchdegrees/index.aspx
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Writing up
PhD students will normally transfer to writing up status during the fourth year of registration (7th year part time).
Students who submit their thesis on or before the expected submission date, will not transfer to writing up status.
A student will be permitted to retain writing-up status for a maximum of 12 months before submitting their
thesis. If, after the examination, a student is allowed 12-18 months to represent their thesis they will be given
writing up status and their progress monitored.
Writing up fees
Writing up fees will be charged for PhD students on their 4th (full-time) or 7th (part-time) year, or students asked
to represent their thesis within 12-18 months of the viva. The writing up fee is a one off charge of £350 to cover
the use of facilities and supervision. The Institute will refund the writing up fee if the student submits their thesis
within 3 months of the expected submission or re-submission date. It is the responsibility of the student to apply
for this refund through the Education Support Team.
Extensions
Extension beyond the expected submission deadlines for PhD students (three years full time or six years part
time) is possible only in certain circumstances, and always requires formal approval from the Head of Graduate
Studies (Research). If the student and their supervisor think that the student will exceed the expected submission
time they should, at the earliest possible time, submit an application for extension of time to the Education
Support Team on the appropriate form. This can be found on the research student pages of the Institute website
(http://www.iop.kcl.ac.uk/virtual/?path=/students09/research/). Supervisors are considered to be accountable for
the timely application of requests for extensions and interruptions. All interruptions (and extensions of study)
must be agreed in advance, or at as early a point as possible, and should never be assumed to be automatic.
It is important that the reasons for extension be given in full on the form, together with a detailed timetable of
work towards the proposed deadline.
Full-time students should be aware of the need for full-time study and that taking on additional tasks may
diminish the chances of submission within the scheduled time. Projects supplementary to work for the PhD or
MD(Res) will not normally be accepted as valid reasons to extend the duration of registration.
Guidance for students with formally agreed funding and study period for 4 years will be produced after the start
of the academic year and made available on line.
Studies extending over 4 years (full time) and 7 years (part time) are not permitted, so in the unlikely event that
students are in this position a suspension of King’s regulations is required. This request must be made with the
support of the Head of Graduate Studies (Research) and is only rarely granted.
Interruptions
All interruptions (and extensions of study) must be agreed in advance, or at as early a point as possible, and
should never be assumed to be automatic. In cases of pregnancy or illness supported by medical certification
interruptions of study will normally be granted, but must still be notified to the Head of Graduate Studies
(Research) through the Education Support Team.
A form for requesting an interruption of studies can be obtained on the main IoP page for research students
(http://www.iop.kcl.ac.uk/virtual/?path=/students09/research/).
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Supervisors should encourage and support their students in applying for an interruption in appropriate
circumstances. Retrospective interruption to study is not permitted. A period of illness or other cause of
disruption can have implications for final submission as the time lost cannot always be made up. Delays that
would have been cause for an interruption will not normally be taken into account if an extension is subsequently
needed. Students should inform their supervisors or consult the Education Support Team of any significant
disruption, to see if an interruption request is appropriate.
Students should not normally be permitted to interrupt their studies for more than 12 months in most
circumstances. However, College regulations do allow for a maximum interruption of 2 years and it is
recognised that this may be necessary in certain circumstances where compelling evidence will be required to
support an application.
Medical or other supporting evidence should be provided where an interruption is applied for, along with a
supporting statement from the student’s supervisors.
Interruptions may be granted for reasons such as serious illness, maternity leave (see below), paternity leave (see
below), or for serious and unavoidable personal or family reasons. For more detail, please refer to the King’s
Core Code of Practice for Postgraduate Research Degrees.
Interruptions will not normally be permitted due to lack of progress or change in research topic.
Confirmation should be obtained at the start of an interruption period that the student will submit within the
appropriate time frame, excluding the period of interruption. Students due to return at a particular time will be
monitored on a regular basis to ensure that they do return on time.
In cases of illness or injury, students should inform their supervisors and departments of absences of more than
two weeks and medical certification should be provided.
Extensions and interruptions for students on EPSRC and MRC doctoral training grant funding or with Research
Council funding should be reported to the Education Support Team, which will report the interruption to the
appropriate College bodies. Students with funding must also be aware of any requirements or rules of their
funding body.
Maternity Leave
6 months’ interruption of studies for maternity leave will be approved automatically and the date of submission
extended. Students can also apply for up to 6 further months and, again, the date of submission will be extended.
The Education Support Team must be informed in advance of the intended dates of leave.
Paternity Leave
Students can take up to 10 days’ paternity leave automatically (which will not affect the date of submission).
They may also take up to 13 weeks within 12 months of birth or whatever is permitted by government legislation.
If the additional time is taken, the date of submission will be extended by the appropriate period. The Education
Support Team must be informed in advance of the intended dates of leave.
Annual Leave
Full-time students are entitled to 30 days annual leave from their studies, pro rata for students studying part time,
in addition to bank and other statutory holidays in England and Wales. Where a student combines study with
work within the Institute or King’s leave is not transferable from work to study or vice versa.
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Sick leave
Absences due to illness need to be reported to the Education Support Team only when these exceed one month.
In such cases, an interruption request form needs to be submitted. Shorter period of illness during which the
student is unable to work (typically over 2 weeks) may also justify an interruption, particularly if recurrent.
Full-time students in receipt of a studentship funded via the Graduate School or Research Council Doctoral
Training Grants (e.g. EPSRC, MRC & BBSRC) who have experienced a period of certified illness will be
eligible to apply for an extension to their studentship, for a maximum of 8 weeks only. This extension must be
applied for no less than 2 months prior to the end of the studentship, and extensions will only be considered on
production of relevant medical certificates, support from the student’s supervisor and signed off by the Head of
Graduate Studies (Research).
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Student support
General support
Supervisors should be aware of the following King’s support services which are available to Institute students.






Counselling Service – students can speak in strict confidence to a professional counsellor about any
problems or difficulties of a personal or emotional nature. For details of how to make an appointment
students should contact counselling@kcl.ac.uk or telephone 020 7848 1731.
Student Advice & International Student Support – offers free, confidential advice, guidance and
representation on a range of practical issues including accommodation advice, student finance, consumer
law and immigration issues. A Student Support Advisor can be contacted by emailing advice@kcl.ac.uk
The Disability Support Team based within the Equality & Diversity Department, along with the School
Disability Advisers based in individual Schools, can offer advice, information and support in relation to a
health condition, disability or dyslexia both before and after you arrive at King’s. The Disability Support
Team can be contacted on equality@kcl.ac.uk.
King’s College Health Centre – is an NHS practice for staff and students of the College living in inner
London. http://kcl.ac.uk/about/structure/admin/acareg/studentservices/health/
Careers advice: appointments can be arranged with a Graduate School Careers advisor who specialises in
providing support regarding jobs, training and personal development for research students (phdcareers@kcl.ac.uk).
Compass: The Compass has been created to support students with all enquiries related to their living
experience. The Compass team are dedicated to helping to improve the student experience. Full details are
available at http://www.kcl.ac.uk/campuslife/services/compass-student-centre/index.aspx
Further information about Student Services Department is available at:
http://www.kcl.ac.uk/campuslife/services/about.aspx
Personal tutors
Each student is allocated a personal tutor by the end of their first month from registration. The role of the
personal tutor is to provide independent advice to students on a range of issues, particularly in cases where a
student feels unable to discuss a problem with their supervisors. Supervisors should ensure that their students are
aware that the personal tutor is available to them. The Education Support Team has details of the personal
tutor(s) in each department. See also http://www.iop.kcl.ac.uk/virtual/?path=/students09/supportandcontact.
By the end of the first month, students and personal tutors must submit a signed copy of the Guidance for
Students and Personal Tutors to the Postgraduate Research Administrator (see Appendix B).
Students who wish to request a change of personal tutor need to contact the personal tutor coordinator for the
relevant sub-committee.
Student Forum
The Student Forum provides all Institute students with support and advice on academic matters and student
welfare. It also provides important input to the Postgraduate Research Students Committee. The Forum meets
every 2 months and issues can be raised by all Institute students. Supervisors should make sure students are
aware of the existence of the Forum. More information about the Forum is available on the research student
pages of the Institute website http://www.iop.kcl.ac.uk/virtual/?path=/students09/supportandcontact
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Education Support Team
The Education Support Team is located in the main building (M2.21). The office is open between 9am-5pm. Full
contact details and areas of responsibility are outlined under Contacts.
Feedback and Complaints
Students who are unhappy with any aspect of their supervision should first contact their second supervisor. If this
is not possible or does not resolve the matter, they should then contact their personal tutor. Students are
encouraged to make any concerns known early so that they can be better resolved.
If the situation remains unresolved students should contact the Chair of the appropriate local subcommittee or the
Head of Graduate Studies (Research) if preferred. The student will be able to discuss their concerns in confidence
and discuss options to attempt to resolve the issue. It is suggested that students allow time for such informal
discussions before following a formal process.
Students wishing to make a complaint or appeal on decisions relating to their progress are referred to Section B4
of the Regulations Concerning Students on academic progress, and to B5 Grievance Procedure for Students.
Supervisors’ attention is also drawn to the College procedure for investigating and resolving allegations of
research misconduct, which is located in Appendix 4 of the Academic Regulations, and to the College policy on
intellectual property rights, which is Appendix C of the Regulations Concerning Students.
Students who are dissatisfied with the outcome of their final oral examination may appeal under the King’s
procedure for consideration of appeals by candidates for research degrees.
Students can seek guidance from the Education Support Team at any time.
The Institute complaints procedure is located on the website at:
http://www.iop.kcl.ac.uk/departments/?locator=1099
Bullying and harassment
The Institute operates a policy of zero-tolerance to bullying and harassment. Students are urged to follow the
steps outlined under Emergencies and difficult situations.
Emergencies and difficult situations
When a student needs help urgently the following hierarchical sequence should be followed.
1) Contact the personal tutor; if the tutor is not available or is unsuitable due to the circumstances or nature
of the problem, take step 2
2) Contact the personal tutor coordinator for their department; if the coordinator is not available or is
unsuitable (e.g. due to conflicts of interest), take step 3.
3) Contact the Chair of the local subcommittee; if the Chair is not available or is unsuitable, take step 4;
4) Contact the IoP Coordinator of the Institute’s Personal Tutor system; if the Coordinator is not available
or is unsuitable, take step 5.
5) Contact the Head of Graduate Studies (Research), Chair of the Graduate Research Committee (Professor
Richard Brown).
Students can seek guidance from the Education Support Team at any time.
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Supervisory issues
Eligibility Criteria for First Supervisors
The guidelines below are intended to provide the minimum requirements for supervisors, and should be applied
by the Chair of the local subcommittee reviewing a new Project Approval Form. Each first supervisor is
responsible to only one MPhil/PhD sub-committee with respect to their students. Occasionally, exceptions may
arise where it is regarded as sensible to appoint a supervisor who does not meet these criteria. In such instances,
a case may be made to the Postgraduate Research Committee for an exception to be allowed.
The first supervisor will:
1.
Be a KCL member of academic staff, or staff with an appropriate honorary contract with KCL, for the
duration of the student’s period of study
2.
Have attended the IOP or Graduate School supervisory training session or refresher workshop during the
past few years
3.
Demonstrate clear evidence of research competence (eg peer reviewed publications, research grants)
4.
Demonstrate a successful record of supervision for at least one postgraduate research student either at KCL
or elsewhere
5.
Be located sufficiently close to the Institute to allow an appropriate schedule of meetings with the student
and second supervisor
6.
Agree to meet regularly with the student (a minimum of 12 times per year) and to meet the responsibilities
as set out in the Guidance for Supervision form
7.
Be judged by the Chair of the local subcommittee as competent to provide appropriate supervision both in
general and in the case of each specific student and project
8.
Agree to adhere to the King’s Core Code of Practice for Postgraduate Research Degrees and the contents
of this handbook.
A supervisor can only act as first supervisor for a maximum of six students (excluding students who have
submitted). MD(Res) students are counted towards this total load.
It is at the discretion of the Head of Graduate Studies (Research) in consultation with heads of department to
allow a first supervisor to supervise more than that number.
The supervisor should not be retired. Where a supervisor is planning to retire during the course of the student’s
period of study, the second supervisor must be sufficiently experienced to take over the first supervisor role at
that time.
The list of supervisors approved by the Institute and departments as eligible to supervise is available at
http://www.iop.kcl.ac.uk/apps/supervisors/. Those not on the list who wish to be recognised as potential or actual
first supervisors need to complete a simple application process. Forms and information about training are
available from the Assistant to the Head of Graduate Studies (Research).
Eligibility Criteria for Second Supervisors
The second supervisor should:
1.
Demonstrate some evidence of research competence
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2.
Be actively engaged in research themselves
3.
Agree to meet on a regular basis with the student with or without the first supervisor (a minimum of six
times per year)
4.
Agree, in the event of the first supervisor becoming unavailable for longer than one month and the first
supervisor having been unable to make alternative arrangements, to either:
i)
ii)
Immediately assume responsibilities as first supervisor and/or;
Ensure the immediate appointment of a suitable replacement first supervisor.
5.
Be judged by the Chair of the local subcommittee as competent to provide appropriate supervision both in
general and in the case of each specific student and project.
6.
Agree to adhere to the King’s Core Code of Practice for Postgraduate Research Degrees.
New second supervisors are strongly encouraged to participate in the Institute or Graduate School supervisors’
training course at the earliest opportunity (see below).
Occasionally second supervisors can be experts from outside the Institute. Whilst external supervisors are not
required to attend the supervisors’ training, it is strongly recommended that they do so.
There is at present no limit to the number of students who can be supervised. However, supervisors need to bear
in mind the minimum requirements for meetings and other work associated with supervision, which is not
inconsiderable.
Third Supervisor
From time to time, a third supervisor may be nominated, for example, where study and/or data collection abroad
is part of the PhD or MD(Res) process, or where highly specialist techniques require an additional supervisor able
to supervise in this area. The work of additional supervisors can be recognised, if required, by letter from the
Education Support Team/Postgraduate Research Committee Chair (Professor Richard Brown).
The Postgraduate Research Committee may, in some circumstances, appoint a third supervisor to deal with
problems such as late submission, failures of progression and so on.
Supervisors’ Training Course
King’s and the Institute run regular training courses for supervisors. All first supervisors must attend an approved
course in order to be eligible to be a first supervisor at the Institute, whether or not they have had previous
supervisory experience at another academic institution.
New second supervisors who intend to become first supervisors later should apply to attend the course as soon as
possible after taking on the role of second supervisor. Second supervisors can in any case attend the training if
they wish.
For further information about the next available course contact Assistant to the Head of Graduate Studies
(Research).
The development and support available for PhD supervisors is intended to draw on aspects of best practice for
experienced supervisors, and provide support for new supervisors. In addition to the Institute’s Supervisor
Training Course the Researcher Development Unit (RDU) in the Graduate School run a programme of
workshops and discussion groups for both new and experienced supervisors.
Details of the courses run by the RDU are available at:
http://www.kcl.ac.uk/content/1/c6/05/23/17/Supervisortrainingbrochure2010-11Final.pdf
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Committee Structure Supporting Research Students and Supervisors
MPhil/PhD Sub-committees
The progress of MPhil/PhD students is monitored by seven subcommittees. The subcommittees are responsible
for monitoring progress from selection of students to submission of thesis and each subcommittee covers one or
more departments.
Each supervisor is allocated to a subcommittee, based on their department. All students for whom the supervisor
is the first supervisor are monitored by that subcommittee.
The MPhil/PhD sub-committees are:
1. Addictions, Biostatistics, Child and Adolescent Psychiatry, & Forensic and Neurodevelopmental Science
(ABCD) MPhil/PhD Sub-committee, Chair: Professor Katya Rubia
2. Health Services and Population Research (HSPR) MPhil/PhD Sub-committee, Chair: Dr Craig Morgan
3. Neuroscience MPhil/PhD Sub-committee, Chair: Dr Brenda Williams
4. Psychology MPhil/PhD Sub-committee, Chair: Professor Veena Kumari
5. Psychological Medicine and Old Age Psychiatry MPhil/PhD Sub-committee, Chair: Professor Tony Cleare
6. Psychosis Studies MPhil/PhD Sub-committee, Chair: Dr Avi Reichenberg
7. Social, Genetic and Developmental Psychiatry (SGDP) MPhil/PhD Sub-committee,
Chair: Dr Sara Jaffee
The sub-committees meet quarterly and are responsible for approving PhD upgrade proposals, scrutinising
monitoring reports to ensure satisfactory progress and dealing with any other issues which affect MPhil/PhD
students. The chairs of these sub-committees coordinate the review of new Project Approval Forms and make
decisions regarding admissions. They can also provide advice on student issues.
MD(Res) sub-committee
The progress of MD(Res) students is monitored by a sub-committee which is responsible for monitoring progress
from selection of students to submission of thesis. All students are monitored by the same sub-committee
regardless of their supervisor’s department.
The MD(Res) sub-committee is chaired by Prof Matthew Hotopf.
The sub-committee meets quarterly and is responsible for carrying out student reviews, scrutinising monitoring
reports, and dealing with any other issues which affect MD(Res) students. The chair of this sub-committee can
also provide advice on student issues.
Postgraduate Research Committee and Head of Graduate Studies (Research)
Each of the MPhil/PhD and MD(Res) sub-committees reports to the Institute’s Postgraduate Research Committee
which deals with research issues across all departments of the Institute. The Chair of the Postgraduate Research
Committee, Professor Richard Brown, is also the Head of Graduate Studies (Research). Decisions on issues such
as an extension to the thesis submission date or early submission of thesis are made by him in consultation with
others as necessary, or, in his absence, by another member of the committee deputised to do so.
Dr Andrew Simmons is the Deputy Chair and Deputy Head.
Full details on the responsibilities of the Head of Graduate Studies (Research) are available in the King’s Core
Code of Practice for Postgraduate Research Degrees.
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KCL Graduate School
King’s has an active Graduate School offering training, advice and funding for some aspects of studies. Details of
the Graduate School may be found at: http://www.kcl.ac.uk/graduate/school/index.html
Transfers
Changes in registration are possible, subject to approval, as outlined below.
Transfers from other institutions
Transfers of students from other institutions are subject to the approval of the Head of Graduate Studies
(Research). The thesis submission deadline depends on the agreed level of credit given for work completed
previous to the transfer and on the rate of study.
Consideration is given to the level of monitoring at the previous institution and to whether the student had been
upgraded from MPhil to PhD before the transfer.
Transfers are not possible for students at writing up or above.
Transfers across programmes
Transfers from MPhil/PhD to MD(Res)
Only students who have successfully upgraded from MPhil to PhD are eligible to apply for transfer to MD(Res).
Students wishing to transfer their registration from MPhil/PhD to MD(Res) must complete and submit an
application form to the Education Support Team as well as a new PAF.
The forms are available at: http://www.iop.kcl.ac.uk/virtual/?path=/students09/research/md/
Transfers between full-time and part-time registration
Although part-time students, on making a detailed case, may be allowed to transfer to full-time status under
certain circumstances, it is not usually possible for full-time students to transfer to part-time status.
International students
In view of the new student tier 4 points based immigration system that came into effect in February 2010 for new
students entering King’s, and current students renewing their visas, King’s has the obligation to monitor all
overseas students and report to the UK Borders Agency. Overseas students must inform Education Support
Team of any periods of time spent outside of the UK.
By the end of the first month international students are expected to submit the form “Overseas research – periods
of time spent abroad” together with their Initial Target Setting Report. The form is available at
http://www.iop.kcl.ac.uk/virtual/?path=/students09/research/
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Timetable for MPhil/PhD Students
Within first
month










At 1 month
8 to 9
months2
1 year
1 year 6
months
2 years 6
months
3 years
5 years 6
months
6 years
Full-time
Enrolment with Education Support Team
Induction – first session1
College induction1
Meeting with both supervisors
Submit signed Guidance for Supervision
Form
Submit Initial Target Setting Report
Submit “Overseas research students –
periods of time spent abroad” if needed
Meet with Personal Tutor Coordinator
Meet Personal Tutor
Submit signed Guidance for Personal
Tutors
 Induction – second session 1
 Submit PhD upgrade proposal










Part time
Enrolment with Education Support Team
Induction – first session1
College induction1
Meeting with both supervisors
Submit signed Guidance for Supervision
Form
Submit Initial Target Setting Report
Submit “Overseas research students –
periods of time spent abroad” if needed
Meet with Personal Tutor Coordinator
Meet Personal Tutor
Submit signed Guidance for Personal
Tutors
 Induction – second session
2
 Submit PhD upgrade proposal if aiming
for submission between 4-5 years
 Submit PhD upgrade proposal
 Submit examination entry form
 Submit thesis
 Submit examination entry form
 Submit thesis
1
These sessions are designed for students starting in October. However, all new students are welcome to attend.
Students can submit their PhD upgrade proposal at an earlier date. Students wishing to do this should inform the Education Support Team 2 months in
advance.
2
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Timetable for MD(Res) Students
Within first
month









At 1 month
At 1 year
1 year 6
months
2 years
3 years 6
months
4 years
Full-time
Enrolment with Education Support Team
Induction – first session1
College induction1
Meeting with both supervisors
Submit signed Guidance for Supervision
Form
Submit Initial Target Setting Report
Meet with Personal Tutor Coordinator
Meet Personal Tutor
Submit signed Guidance for Personal
Tutors
 Induction – second session1
 10 minutes presentation to panel of
experts
 Submit examination entry form









Part time
Enrolment with Education Support Team
Induction – first session1
College induction1
Meeting with both supervisors
Submit signed Guidance for Supervision
Form
Submit Initial Target Setting Report
Meet with Personal Tutor Coordinator
Meet Personal Tutor
Submit signed Guidance for Personal
Tutors
 Induction – second session1
 10 minutes presentation to panel of
experts
 Submit thesis
 Submit examination entry form
 Latest possible time for submission of
thesis (with special permission)
 Submit thesis
 Latest possible time for submission of
thesis (with special permission)
6 years
1
These sessions are designed for students starting in October. However, all new students are welcome to attend.
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Deadlines and Meeting Dates for MPhil/PhD Sub-Committees & MD (Res)
Sub-Committee
Autumn meeting
Winter meeting
Spring meeting
Summer meeting
ABCD
2 November 2011
1 February 2012
2 May 2012
TBC
Health Service &
Population Research
Neuroscience
3 November 2011
2 February 2012
3 May 2012
TBC
10 November 2011
9 February 2012
10 May 2012
TBC
Psychology
21 November 2011
27 February 2012
21 May 2012
TBC
Psychological
Medicine
4 November 2011
3 February 2012
4 May 2012
TBC
Psychosis
18 November 2011
20 February 2012
25 May 2012
TBC
SGDP
16 November 2011
15 February 2012
16 May 2012
TBC
MD(Res)
2 November 2011
1 February 2012
2 May 2012
TBC
Submission Dates for PhD upgrades
Autumn deadline
Winter deadline
Spring deadline
Summer deadline
4 October 2011
5 January 2012
3 April 2012
3 July 2012
Submission Dates for Monitoring Reports
Autumn deadline
Winter deadline
Spring deadline
Summer deadline
4 October 2011
5 January 2012
3 April 2012
3 July 2012
Meeting Dates for Institute Postgraduate Research Committee
Winter Meeting
12 December 2011
(Mon) Seminar Room 3
Spring Meeting
Summer meeting
12 March 2012
11 June 2012
(Mon) Seminar Room 3 (Mon) Seminar Room 3
Autumn Meeting
17 September 2012
(Mon) Seminar Room 3
Dates for Induction Events
College Induction
IoP 1st Day induction
IoP 2nd Day induction
IoP mid term induction
5 October 2011
4 October 2011
23 November 2011
TBC
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Contacts
William Fitzmaurice, Head of Education Support
Telephone: 020 7848 0812. E-mail: William.1.fitzmaurice@kcl.ac.uk
Karen Langridge, Postgraduate Research Manager – exceptional circumstances such as early submission,
extension requests and interruptions.
Telephone: 020 7848 0089. E-mail: karen.langridge@kcl.ac.uk
Dafina Shabani, Postgraduate Research Officer – PhD upgrade, MPhil/PhD sub-committees, enrolment, CRB
forms, induction, fees issues.
Telephone: 020 7848 0170. E-mail: Dafina.Shabani@kcl.ac.uk
Sarah Wheeler, Postgraduate Research Administrator – applications, initial target setting reports, monitoring
reports, change of address or other details, MD(Res)
Telephone: 020 7848 0828; E-mail: Sarah.wheeler@kcl.ac.uk
Charlotte Townsend, Student Support Advisor – general advice, accommodation advice, student finance.
Telephone: 020 7848 0163. E-mail: charlotte.townsend@kcl.ac.uk
Dr Jon Cooper, Graduate Skills Development Co-ordinator, and Institute Personal Tutors Coordinator
Telephone 020 7848 0286 E-mail jon.cooper@kcl.ac.uk
Professor Richard Brown, Head of Graduate Studies (Research)
Telephone: 020 7848 0773. E-mail: richard.g.brown@kcl.ac.uk
Dr Andy Simmons, Deputy Head of Graduate Studies (Research)
Telephone: 020 7848 3055. E-mail: andy.simmons@kcl.ac.uk
Belinda Ross: Assistant to the Head of Graduate Studies (Research) - supervisors’ training courses, student’s
induction and postgraduate research web pages Telephone 020 7848 5021. E-mail: Belinda.ross@kcl.ac.uk
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Appendix A
Guidance for Supervision
This document is designed to ensure that the student and their supervisors understand their responsibilities in the
supervisory relationship according to King’s College Regulations, Core Code of Practice and Institute of
Psychiatry (IoP) rules as set out in the Postgraduate Research Handbook.
The student and their supervisors are required to read, discuss and agree the content of this guidance before
signing and sending to the Education Support Team (EST) within the first month of registration. Annual review
of the document is also recommended, usually to coincide with the Assessment of Training Needs (see below).
Amendments to this document can be made by mutual agreement and must be initialled by all parties. The signed
amended copy should be submitted to the first supervisor’s local MPhil/PhD or MD(Res) sub-committee with an
explanatory note from the first supervisor. Any amendments must be approved by the sub-committee chair or (if
major) by the Chair of the IoP Postgraduate Research Committee (NB an amendment will not be supported if it
contravenes the Core Code of Practice).
All signatories are responsible for ensuring adherence to College Regulations, Core Code of practice and the IoP
Postgraduate Research Handbook. If the student or supervisors are concerned that another person is not
complying with their responsibilities as described in this Guidance, they should raise the issue with the person
concerned. Alternatively they should discuss it with a member of the EST, the co-supervisor, Personal Tutor or
Head of Department as appropriate.
Responsibilities of the First Supervisor
Before agreeing to supervise an MPhil/PhD or MD(Res) project, the supervisor should ensure that they have the
appropriate level of theoretical, methodological and technical expertise to guide, train and support the student in
the planned work. Alternatively they should identify one of more co-supervisors with the relevant complementary
expertise as required. The supervisor should also expect to be at the IoP for the duration of the project and give
the student early notice of any possible move or other changes likely to affect supervisory arrangements. All
supervisors must have undertaken the Supervisors’ Training Course at the IoP.
If the supervisor plans to leave the IoP or have an extended period of absence, they should as early as possible
make arrangements for a suitable replacement or alternative supervisor, co-ordinating with the second supervisor
and the EST.
The supervisor should:

prior to enrolment agree and arrange the allocation of a second supervisor or co-supervisor for the duration
of the project.

ensure that the Project Approval Form has been submitted and the project approved prior to the student
enrolling.

ensure that the student has received an offer letter from Health Schools Admissions Office and that the
offer letters contains information on start date, expected submission date, first and second supervisor,
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personal tutor co-ordinator, fee status and funding details (where applicable, e.g. when the student is
funded through a studentship).

give guidance about the nature and planning of research and the standard expected, about literature and
sources, and the problem of plagiarism.

provide direction and support as required on all areas relevant to the student’s programme of study,
including (but not limited to) some appropriate combination of:
o
o
o
o
o
o
o
o
o
o
o
Theoretical issues
Previous work (literature)
Critical analysis of research
Methodological issues
Experimental design, including statistical power issues
Ethical issues
Statistical analysis
Interpretation of results
Writing results up
Presenting results to colleagues
Student’s personal training portfolio

ensure that the Guidance for Supervision and Initial Target Setting Form are discussed, completed, signed
and submitted within the first month of the student’s registering.

ensure that Monitoring Report Forms are submitted quarterly.

ensure that a joint meeting with both the student and second supervisor takes place within the first month
after enrolment.

notify the student of any periods of absence greater than three weeks and make alternative arrangements
for supervision during these periods.

ensure that the student-supervisor relationship is conducted in a sensitive way which has regard for the
dignity and self esteem of the student.

be aware of, and compliant with the College’s policies regarding bullying, harassment, equality of
opportunity, disability and all other matters relevant to student welfare.
Meetings
The supervisor should:

maintain contact through regular scheduled supervisory sessions and with arrangements previously agreed
with the student. A timetable of meetings should be arranged with the student and the frequency of such
meetings should be not less than once per month. A meeting is defined as scheduled time set aside for the
purpose of supervision of the research project by face-to face contact (although in special circumstances
may be via telephone or videoconferencing).

inform their sub-committee chair and EST at the earliest opportunity if the student fails to attend two or
more successive scheduled meetings and/or fails to acknowledge or respond to a series of attempts at
contact.

be accessible to the student when advice may be needed. In addition, if the student has an urgent problem,
the supervisor should seek to meet with the student within two working days. When the supervisor is away,
they should let the student know how they can be reached in case of emergency, or make arrangements for
the co-supervisor or another member of staff to be available to the student.

request written work as appropriate, and return such work with constructive criticism and in reasonable
time, which should be specified. This should not usually exceed a month, and would usually be much
quicker, particularly where there is deadline (e.g. at upgrade or nearing thesis submission).
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
monitor and feed back progress in order to ensure the student is made aware in a timely manner of any
potential problems in academic progress, or of work which falls below the standard expected and/or the
rate of progress, and arrange any necessary supportive action. Such feedback should be provided at least on
a termly basis and forms part of the quarterly progress report submitted to the MPhil/PhD or MD(Res)
committee.

ensure that the student is aware of the need for transferable skills training and undertakes: a minimum of
10 days per year for MPhil/PhD students, a minimum of 5 days per year for MPhil/PhD or MD(Res) parttime students; and 2 days per year for MD(Res) by publication. The content of such training should be
clearly based on an annually completed and discussed transferable skills needs assessment.

ensure that the student is aware of policies concerning bullying, discrimination and intimidation; knows
how and when to report these to the supervisor or other appropriate person, and ensure that such
behaviours are not permitted within meetings or in the workplace.
Time Planning
The supervisor should:

agree and draw up objectives with the student and monitor their achievement.

agree a time-plan with the student and review it at least every six months. This time-plan should be
submitted by the supervisor along with a progress report to the MPhil/PhD or MD(Res) committee.

give detailed advice on the necessary completion dates of successive stages of the work so that the whole
may be submitted within the scheduled time.

be aware of the requirement of some funding bodies and/or institutions that renewal of funding can depend
on yearly reports, and any such documentation pertaining to the above should be completed and returned in
a timely manner to the student.

notify the MPhil/PhD or MD(Res) committee as soon as possible if it becomes clear that this time limit is
may be exceeded.

provide advice and feedback on the student’s thesis in a timely manner.

consult with the department and the student over choice of external examiner for the viva voce
examination and endeavour to ensure that the examination takes places no later than three months after
official submission.

ensure that the student submits their examination entry forms six months prior to the submission of thesis.

ensure that, if the student is likely to submit later than the time limit an application for extension is lodged
in a timely way.

ensure that the student is aware or the conditions under which interruptions of study are appropriate and
ensure that such applications are made in a timely way.
Regulations
The supervisor should:

ensure that the student is aware of all College and Institute policies and regulations which may apply to
them. This includes any ethical considerations arising from the proposed work.

ensure the safety of the student and the safe execution of the project (this includes filling in all risk
assessment and COSHH [and associated] forms at the beginning of the project); Other risks should be
assessed and communicated if there are concerns; for example, students working abroad in unsafe areas,
home visits and so on.
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
ensure that the student is aware of safety procedures within their Research Group/Department and the
Institute.

notify the student of any training/instruction requirements necessary for the successful completion of their
work, also alerting them to their training portfolio.

undertake an assessment of the students training needs within the first month and review regularly (at least
annually)

agree with the student a programme of transferable skills that the student should acquire during their time
and ensure that progress in acquiring these is part of the progress meetings. This could include courses
outside the College and agreement should be made as to who will pay for these in advance.

notify the student of any College, IoP or departmental induction events that are occurring at the start of
their study and ensure that they attend the mandatory IoP induction sessions. If a student is unable to attend
this induction event then adequate provision should be made by the supervisor or department to alert the
student to key issues normally dealt with in the induction day.
Authorship
The supervisor should:

at the earliest feasible stage and where possible at the beginning of the project, discuss with the student, cosupervisor(s) and other stakeholders any potential publications which may arise from the work and any
authorship issues arising.

where appropriate, encourage the student to prepare their work for publication themselves, providing help
and supervision as needed either during or after their course of study.

discuss and agree issues of authorship of work arising from the student’s work and other studies in which
they are involved (see http://www.kcl.ac.uk/graduate/school/current/docs.html?m=print)

where authorship is agreed not to be appropriate, ensure that the student’s contribution in any work is
acknowledged in presentations, publications or other research outputs.
Intellectual Property
Supervisors should not enter into any agreement with their student regarding intellectual property and
exploitation of work. Supervisors should discuss such matters with their Head of Department and take advice
from the appropriate College authorities.
As a general rule, the College owns inventions made by its employees while acting within the scope of their
employment or using College resources. The College’s Code of Practice for IP, Commercialisation and Financial
Benefits describes the applicable rules for intellectual property
(www.kcl.ac.uk/college/policyzone/index.php?id=268).
Typically, a student will own his or her rights to an invention unless the invention was created by a student in a
capacity as a College employee and/or the student used more than incidental College resources.
Data Storage
Data storage and security is the responsibility of the supervisor.
The supervisor should:

Ensure that the student is aware of and complies with procedures to ensure the accuracy and integrity of
the data that they collect.
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
Ensure that the student is aware of and complies with requirements of the Data Protection Act, including
data security and confidentiality.
Responsibilities of the second supervisor
The second supervisor has responsibilities similar to those of the first supervisor.
In addition, the second supervisor is required, in the event of the first supervisor unexpectedly becoming
unavailable for supervision either for longer periods or permanently, to assume the responsibilities of the first
supervisor. This may either be permanently if agreed by the student and the MPhil/PhD or MD(Res) committee
or until such a time as the second supervisor is able to identify an alternative first supervisor approved by the
MPhil/PhD or MD(Res) committee. If they are or become unable to fulfil this requirement, they must inform the
first supervisor and EST.
Responsibilities of the Student
The student should:

attend induction and training days provided by the College, Institute or department.

read and comply with the information contained within the Postgraduate Research Handbook.

agree a schedule of meetings with their supervisor, and attend meetings set.

produce work in accordance with the schedule agreed with the supervisor with special attention paid to the
production of written material in sufficient time to allow for proper comment and discussion, before
proceeding to the next stage of the work.

work to the agreed time-plan so that the research component of the thesis (as opposed to writing) can be
completed in 2-2.5 years in the case of full-time students (and four-five in the case of part-time students)
and the degree awarded is less than four years (or seven for part-time students).

take responsibility for the quality of the work being carried out.

maintain adequate records of the progress of the work, the work itself (including dating all data) and of the
development of the project.

ensure that they are aware of all relevant ethical considerations which arise from the conduct of research
and that they comply strictly with all relevant ethical procedures and guidelines. If students have any
doubts as to any ethical issues, they should raise such doubts with their supervisor or the Head of
Department.

take adequate safety precautions in the execution of their work, and, where necessary, retain documents
concerning risk assessment and safety procedures undertaken.

be aware of, and comply with, the Data Protection Act and any other legislation which applies to their
research work.

be aware of the issue of plagiarism and ensure that they do not inappropriately use material from the work
of others, published or unpublished.

complete annual transferable skills needs assessment at the beginning of each academic year, and then
undertake appropriate transferable skills training (as discussed with their supervisor) according to their
needs and the IoP requirements.

be aware, and take affirmative action, regarding their training portfolio. Where relevant, attend formal
teaching sessions.
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
maintain regular contact with the supervisor throughout the period of research study in supervisory
meetings and other ways as appropriate.

take the initiative in raising problems or difficulties with their supervisor(s) in a timely manner, however
elementary they may seem.

inform their supervisor(s), at the earliest opportunity, or any work related matter that may impact on the
progress of their work. They should also inform their supervisor or Personal Tutor of any personal or
health problems that may impact on their work or its progress so that assistance may be provided and
appropriate action taken.

keep the supervisor and EST informed of any changes in personal circumstances which might affect the
progress of work, for example changes in employment status.

inform the supervisor and EST of any change of address, telephone numbers and email address.

notify and seek permission from their supervisors for periods of absence including holidays.

review and discuss with their supervisors these guidelines on an annual basis.

be aware that they are represented on policy-making committees concerning postgraduate affairs by
representatives of the Student Forum.
Guidance for Supervision
I have read and understand the guidance for supervision notes and agree to adhere to responsibilities outlined in
the document:
Student
Print name:
Signed:
Date:
Signed:
Date:
Signed:
Date:
First Supervisor
Print name:
Second Supervisor
Print name:
Please submit one fully signed copy to the Education Support Team (IOP, Box 90) within a month of registration.
Please tick one option, as appropriate:
□ MPhil/PhD
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Appendix B
Guidance for Students and Personal Tutors
Responsibilities of Tutor Coordinator
The departmental Tutor Coordinator is expected to:
(i)
Appoint an appropriate number of Personal Tutors (tutors) from within the eligible staff of the
department.
(ii)
Allocate students to tutors at the earliest possible stage in the course of study. In some cases (e.g.
overseas students) it may be desirable for the tutor to be appointed prior to arrival at the Institute.
(iii) Maintain an up to date register of students allocated to each tutor and ensure that a replacement is
appointed if a tutor leaves the department.
(iv) Ensure that appointed tutors do not have a Conflict of Interest with respect to their role.
(v)
Determine that appointed tutors have attended an appropriate training course by the time their duties
begin or within a reasonable period afterwards (e.g. within 3 months).
(vi) To be available to provide advice to individual tutors, and to be a point of contact for students who
have concerns over their tutorial relationship.
(vii) Determine that each tutor is communicating appropriately with his/her students and that an
appropriate number of meetings have taken place (according to departmental practice and individual
student needs).
(viii) Attend departmental MPhil/PhD sub-committees and report on tutorial matters.
(ix) When a tutor fails repeatedly to fulfil responsibilities the situation should be reported to the Chair of
the departmental committee.
Responsibilities of the Personal Tutor
The Personal Tutor is expected generally to:
(i)
Guide the student through the higher degree process by providing relatively independent advice on a
range of issues (see exceptions below).
(ii)
Provide a direct point of contact for the student experiencing real or perceived problems not dealt
with through the normal process of academic supervision.
At the time of registration to:
(i)
Arrange an initial meeting with the student in order to welcome them, to the IoP, explain the role of
the tutor and plan any future formal communications (eg future meetings and means of contact)
(ii)
Ensure that the student is aware of, and understands, the information contained within the Research
Students Handbook including the procedures for registration and upgrade, monitoring and the
responsibilities of the student and their supervisors.
(iii) Ensure that the student is aware of the facilities, resources and service offered by the IOP/KCL in
relation to health care, counselling and financial assistance.
(iv) Ensure that the student understand the confidential nature of the Personal Tutor relationship, and
also the exceptions to the confidentiality rule (see Confidentiality issues below)
(v)
Ensure that the student has read and understands their responsibilities and those of the tutor as
described in this document
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Throughout the programme of study to:
(i)
Regularly review each student’s personal situation, to react to student’s requests for help and to
identify possible unreported difficulties requiring further attention.
(ii)
Distribute any approved questionnaires at intervals advised in the Guidelines for Personal Tutors
(iii) To meet with the student (or offer an opportunity to meet) at least once a year. Where a student
declines are request for a routine meeting, the personal tutor will reinforce the student’s
responsibility to take the initiative in requesting a meeting the need subsequently arises.
(iv) Respond to requests for a meeting from the student at the earliest opportunity, ideally within days.
(v)
Discuss issues relating to the student’s studies that cannot be (or have not been) dealt with by the
supervisors (see exceptions below).
(vi) Discuss any apparent difficulties with the student-supervisor relationship and to take action as
appropriate on a case-by-case basis (e.g. discussing unrealistic expectations of student; arranging
informal meeting between student and supervisor; referring matter to Chair of Departmental
MPhil/PhD Committee).
(vii) Where necessary, offer advice and guidance, or to direct to an appropriate source of advice and
guidance on practical difficulties (e.g. finance, accommodation, landlords, etc.) that impact upon
student’s ability to study.
(viii) Offer guidance or assistance in obtaining appropriate help for physical or psychological health
problems
(ix) Be aware of specific issues relating to the welfare and progress of overseas students and those from
outside London.
(x)
Keep written records of dates of all meetings with students and of the main points of any specific
advice given. If no problems are identified, that should be noted.
(xi) Inform the Personal Tutor Co-ordinator immediately of any conflict of interest with respect to their
role as tutor.
(xii) Respect the confidentiality of the discussion with the student (but see Confidentiality Issues below
for exceptions)
The Personal Tutor is not expected to:
(i)
Provide academic support (eg on subject-related matters such as study design, data presentation and
analysis).
(ii)
Provide detailed advice on applications for funding or employment, or careers advice
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Responsibilities of the Student
The student has an equal responsibility with their personal tutor to ensure the effectiveness of the pastoral care
system. In particular, the student is expected to:
(i)
Participate constructively in the relationship by preparing for and attending meetings.
(ii)
Bring to the notice of their tutor, problems and potential problems affecting their academic and
personal lives at as early a stage as possible in order for assistance to be given.
(iii) Reply promptly to requests for meeting received from their tutor.
(iv) Participate fully in tutorial activities (responding to surveys, participating in events) beyond tutorial
meetings.
(v)
Maintain an open and constructive relationship with their academic supervisor to enable discussion
of pastoral matters where appropriate.
(vi) Develop and maintain realistic expectations of the pastoral care system.
(vii) Discuss any concern over their tutorial arrangements with their tutor, or, where they feel it more
appropriate, with the departmental Tutor Coordinator.
Confidentiality issues
All discussions between tutor and student are to be treated as strictly confidential. It is important the student
understands that this is the case and the tutor must not disclose anything revealed by the student. Even where the
tutor is clinically trained or qualified, disclosure of information takes place within a tutorial, rather than a
counselling or therapeutic relationship.
There may be occasions where maintaining confidentiality impairs the ability of the tutor and the IoP to support
the student. For example, if a disability is disclosed that the student wishes to remain confidential, or if a problem
can best be resolved by informing and involving others (the Head of Department, Chair of the Departmental
MPhil/PhD Committee or a Supervisor). If the student insists on maintaining confidentiality the student should be
made aware of the impact of this decision on the support that can be offered.
Exceptions
The tutor has the right to breach confidentiality without the student’s agreement where the student reveals
knowledge of actual or intended criminal activity by any IoP staff member, student or outside person including
scientific misconduct or fraud, or of actions likely to cause personal harm or injury to themselves or another
person. When a tutor is unsure whether such action is necessary, they should first seek guidance on the issue in a
way that does not allow the student to be identified
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Guidance for Students and Personal Tutors
I have read and understand the guidance for supervision notes and agree to adhere to responsibilities outlined in
the document:
Student
Print name:
Signed:
Date:
Signed:
Date:
Personal tutor
Print name:
Please submit one fully signed copy to the Education Support Team (IOP, Box 90) within a month of registration.
Please tick one option, as appropriate:
□ MPhil/PhD
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Appendix C
Tuition Fees
Standard fees
1. Standard fees for MPhil/PhD 2011/12 are set as follows:
Home/EC
Overseas
Full-time
£4,785
£14,950
Part-time
£2,392
£7,475
2. Standard fees for MD(res) 2011/12 are set as follows:
Home/EC
Overseas
Full-time
£3,750
£13,050
Part-time
£1.875
£6,525
3. Writing up fees (for all research students) 2011/12 are £350. Please refer to page xx for more
information about writing up fees and when they apply.
Non-standard fees
There are exceptions where non-standard fees are charged:
1. Self-funded MPhil/PhD students who are members of IOP staff
Home/EC
Overseas
Full-time
£1,200
£4,785
Part-time
£600
£2,392
NB To be eligible for abatement of fees members of IOP staff must be:
 Paying own tuition fees (i.e. not in receipt of any funding for fees), and;
 Employed by the Institute for a minimum of 16 hours per week, and;
 On an academic or academic related employment contract which is salaried through the Institute, or;
 On another type of employment contract, salaried through the Institute, for which the post is mainly
concerned with research; and
 Not contracted through a ‘9000’ grant account.
A copy of the employment contract must be provided by the student to Education Support Team each year to be
eligible for the abatement of fees. Members of staff who leave the Institute but who wish to continue their
studies will no longer be eligible for a bursary.
2. Students who are funded through Research Councils
Home/EC
Full-time
to be confirmed (in 2010/11 fees were £3,466)
NB tuition fees for students funded through MRC DTA will be charged at standard rate
3. Overseas students who carry out data collection in their own country
50% abatement of tuition fees will apply for period of study overseas. Full-time students are permitted to spend
up to two years collecting data. Full-fees will be charged in the first year and any discount applied in later years.
NB students must complete the Overseas Research Form and return this to Education Support Team to be eligible
for this abatement of fees (see http://www.iop.kcl.ac.uk/virtual/?path=/students09/research/).
4. Overseas members of staff who are part-time students are eligible to pay a special overseas fee equal to
home part-time rate if they have been employed in a post gained through competitive selection by the College or
wider King’s Health Partners for at least one year prior to registration date, and have a contract extending at least
two years post registration date. All current students who meet this criteria should contact the Education Support
Team with evidence of employment status.
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Any tuition fees agreed outside of the standard and non-standard fees will need to be signed off by the
Head of Department, and the Department will be required to pay the difference.
When submitting grant applications, 5% inflation should be included for tuition fees per annum. Further
guidance can be provided by pre-award section of the Research Grants Department.
Invoices are issued at regular intervals, shortly after enrolment dates or their anniversaries (records are checked
and updated on a weekly basis). Payment is expected no later than 14 days from the date of the invoice. Students
can ask Credit Control for payment to be made in 2 instalments, 3 months apart.
Fee levels are subject to annual revisions.
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INDEX
Abstract
Appeals against upgrade decisions
Appendix A
Appendix B
Appendix C
Appointment of Examiners
Award names
Background
Bullying and harassment
Committee Structure Supporting Research Students and Supervisors
Contacts
Content of a PhD thesis
Content of an MD(Res) thesis
Content of an MPhil thesis
Criminal Records Bureau (CRB) Enhanced Disclosure
Deadlines and Meeting Dates
Early submission
Education Support Team
Eligibility criteria for first supervisors
Eligibility Criteria for Second Supervisors
Emergencies and difficult situations
Ethical approval
Examination Entry Forms
Extensions
Feedback and Complaints
Format
General support
Getting Started
Postgraduate Research Committee and Head of Graduate Studies (Research)
Guidance for Supervision
INDEX
Induction
Initial Target Setting
International students
Interruptions
KCL Graduate School
Literature review
MD(Res) by Publication
MD(Res) presentation
MD(Res) sub-committee
MD(Res) tuition fees
Meeting Dates for Institute Postgraduate Research Committee
Monitoring
MPhil/PhD Sub-committees
MPhil/PhD Tuition Fees
Needs Assessment (skills forge)
Oral Examination (Viva) and Examination Results
Periods of time spent abroad
Personal tutors
Plagiarism
Requirements of a PhD Thesis
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14
18
39
446
50
22
21
5
31
33
38
22
24
23
9
37
20
31
32
32
31
8
20
27
31
25
30
6
33
7
52
6
8
34
26
34
14
24
12
33
50
37
11
33
50
9
26
8
30
6
22
Postgraduate Research Handbook
Requirements of an MD(Res) submission
Residence During Studies
Student Forum
Student support
Submission Dates for Monitoring Reports
Submission Dates for PhD upgrades
Submission of Thesis
Supervision Meetings
Supervisors’ Training Course
Supervisory issues
The review process
The upgrade proposal
Third Supervisor
Timetable for MD(Res) Students
Timetable for MPhil/PhD Students
Transferable Skills
Transferable Skills Training
Transfers
Transfers across programmes and rates of study
Transfers from other institutions
Tuition fees
Upgrade proposal
Upgrade support form
Upgrading from MPhil to PhD
Writing-up
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24
8
28
28
38
37
18
7
33
32
14
15
31
36
36
9
9
34
34
34
50
13
13
13
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Postgraduate Research Handbook