York St John University
Postgraduate Research Student Protocol
2011-12
Overview
Arrangements exist whereby students may be accepted as candidates for research degrees of the
University of Leeds (UoL) whilst registered at York St John University (YSJU). These arrangements
are under the general supervision of the UoL’s Graduate Board.
The UoL Graduate Board is responsible for securing and enhancing the quality and standards of
research degree programmes awarded by the UoL. YSJU is represented on UoL Graduate Board by
a nominated YSJU Professor. Arrangements for UoL research degree candidatures are set out in the
UoL’s Code of Practice for Research Degree Candidatures.
This document sets out in detail the protocol adopted for the implementation of the UoL’s Code of
Practice at YSJU. YSJU ensures its arrangements for the provision of research degrees, as a
minimum, meet the arrangements set out in the UoL’s Code of Practice for Research Degree
Candidatures, through compliance with this document.
1.
General
Postgraduate research students are an essential part of the research community at YSJU.
Some candidates are early career researchers, coming directly from an undergraduate degree,
who will receive relevant research and generic training to enable them to enter a variety of
fields upon completion of their degree. However, others may be returning to higher education
after a significant break. Many of these mature candidates will already have significant skills
and research experience, but may need to refresh some skills (e.g. information retrieval in an
age of electronic resources). All candidates have unique development needs that should be
explored and plans to satisfy their individual needs (e.g. through UoL, YSJU or University of
York courses, conference or seminar attendance etc.) should be detailed in their training plan.
This Protocol incorporates all elements of the UoL Code of Practice for Research Degree
Candidatures, while integrating the specific context of study at York St John University and the
additional expectations, opportunities and restrictions that this entails. It sets out a framework
of shared responsibilities between YSJU, supervisors and candidates with the aim of delivering
successful research degree programmes according to national and international expectations
and to inspire all our research students to develop their full potential. This Protocol also outlines
for research degree candidates the minimum standards they can expect in connection with the
supervision of their research degree study at YSJU.
The Research Office (RO) within Registry at YSJU has responsibility for producing the YSJU
Protocol, which is subject to ratification by YSJU’s Research Committee. For as long as YSJU’s
research degrees are awarded by the UoL, the minimum standards of the UoL Code of
Practice for Research Degree Candidatures will be incorporated in the YSJU Protocol, which
will be subject to ratification by the UoL’s Graduate Board.
The RO at YSJU will ensure that this code is available to research students, YSJU academic
and administrative staff and the UoL. The Protocol will be made available electronically through
the YSJU Document Directory, YSJU RO’s website and the Moodle Virtual Graduate Centre
VLE site.
2.
Management Structure at YSJU
The YSJU Deputy Vice Chancellor has overall responsibility for research, including
postgraduate research students, at YSJU. The lead committee for research at YSJU is the
University’s Research Committee (RC). The Research Committee is a sub-committee of the
Academic Board with a remit to advise on research policy in the University and to monitor and
support research activity on behalf of the Academic Board.
In addition to the RC, there are a Research Degrees Sub Committee (RDSC) and a
Postgraduate Research Supervisors’ Forum (PRSF). Research students are represented on all
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three of these bodies.
The RDSC is a sub committee of the RC with a remit to provide a formal mechanism for
monitoring the progress of postgraduate research students, discussing student progress and
performance, making decisions in relation to standard admissions and appointment of YSJU
supervisors and reporting on YSJU research students’ experience of their degrees. Chaired by
a YSJU professor, RDSC comprises of a select group of staff including all four Faculty
Research Professors (or their nominees), the YSJU representative on UoL Graduate Board, a
representative of UoL Graduate Board, the Deputy Registrar: Research, a research student
representative and a YSJU Student Union Representative. To ensure confidentiality, matters
relating to individual students are dealt with as reserved business without the student
representatives present.
The PRSF meets twice per year and provides an opportunity for the support, development and
discussion of research student supervision. It is chaired by the YSJU representative on the UoL
Graduate Board, and includes Faculty Research Professors, all active research supervisors, a
research student representative and the Deputy Registrar: Research.
The Deputy Vice Chancellor delegates responsibility for research students to Faculties, with
responsibility for the management of institution wide issues being delegated to the Deputy
Registrar: Research, supported by RO staff. Each YSJU Faculty1 is headed by a Dean, has a
Faculty Research Professor and a Faculty Research Committee (or an equivalent with an
alternative title).
The UoL role of Postgraduate Research Tutor (PGRT) is divided between staff at YSJU.
Faculty Research Professors (or their nominees) are responsible for research degree
applications and admissions, with support from YSJU Admissions and the Deputy Registrar:
Research. The YSJU Deputy Registrar (Research) is responsible for recording and monitoring
progress and attendance of research students (with absence being reported) and for liaison
with the UoL Research Student Administration (RSA). Responsibility for pastoral care is being
transferred from the Deputy Registrar: Research to academic staff in faculties, but this will be
subject to a period of transition during academic year 2011-12.
Central records of research students are maintained in the RO. Current student records held by
the RO include a paper based file, an Access database and a SITS record. Individuals’
progress is monitored through six monthly reviews for full time students and twelve monthly
reviews for part time students. Monitoring of progress and the identification of issues of concern
and good practice is carried out by the RDSC. Anonymised progress and status reports are
given quarterly to the Research Committee and annually to Academic Board.
3.
Admission
3.1
The minimum requirements for entry to research degree study, as stipulated by UoL, are
normally;


a second class honours degree (2:2) for a PhD or MPhil, or an upper second class
honours degree (2:1) for a Masters by Research;
for candidates whose first language is not English, evidence of English language
competence as detailed in 3.2.
YSJU Admissions and the YSJU International Admissions Manager can advise on acceptable
levels of qualification e.g. overseas degrees, UoL RSA will confirm that these are adequate at
the point of application to UoL.
Applications for Research Degrees at YSJU must be sent to YSJU Admissions. Applicants are
expected to provide the following in support of their York St John application:



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Fully completed YSJU application form (Essential);
Draft research proposal (Essential);
CV (Desirable);
‘Faculty’ includes the YSJU Business School as a full equivalent to a YSJU Faculty.
2


Evidence of English language qualification to UoL minimum standard (Essential for
those whose first language is not English);
Two sealed academic references (Essential).
YSJU Admissions will acknowledge receipt of applications and forward these to the appropriate
Faculty Research Professor (or their nominee). Where applicants do not meet the minimum
requirements (stated above) a rejection decision may be made by the YSJU Faculty Research
Professor acting alone, but all other admissions decisions must involve at least two members of
academic staff. YSJU Faculty Research Professors (or their nominee) will normally consider
applications in consultation with potential supervisors, with administrative support from their
Faculty. The suitability and qualifications of all applicants should be carefully considered in the
light of the entry requirements for the particular degree programme and other requirements of
the University (eg English Language requirements). YSJU Faculty Research Professors are
responsible for ensuring that appropriate expertise for supervision and adequate resources for
the proper conduct of the research (e.g. equipment, library collections, and computing facilities
and software) are available, and that any potential ethical issues arising from the application
are considered. YSJU Faculty Research Professors are also responsible for identifying an
appropriate YSJU supervisor. If the potential supervisor does not hold UoL ‘sole supervisor
status’, a second supervisor with this status from either Leeds or YSJU must be included in a
supervisory team. Once a supervisor or supervisory team is identified, and their time for
supervision approved by their Dean(s), the candidate may be offered an opportunity to discuss
his/her research proposal with his/her potential supervisor(s). If the application and research
proposal are considered to be viable by the Faculty Research Professor and potential
supervisors, the candidate will be interviewed preferably in person (or if this is not possible
either by Skype or phone). As part of the interview, the candidate will be asked to give a ten
minute presentation on his/her research proposal. Interviews are chaired by the Faculty
Research Professor (or their nominee), and include the potential supervisor(s). The Deputy
Registrar: Research will attend if requested. Potential ethical issues and the need for ethics
clearance should be considered at the interview. The applicant will be informed of the outcome
of the interview by the Chair of the Interview Panel. If successful, the applicant will be advised
that he/she has been recommended for acceptance by the Faculty Research Professor, with
admission subject to approval by the UoL Graduate Board, or in standard cases, YSJU’s
RDSC. The candidate will be asked to complete a UoL application that will be forwarded to UoL
RSA, via the YSJU RO. Once the UoL application has been approved, the RO will inform YSJU
Admissions, and a formal offer will be made. Only YSJU Admissions can issue formal offers of
admission to research degrees at YSJU.
3.2
York St John University requires applicants whose first language is not English to at least meet
the UoL minimum English language entry requirements for research degree candidates. These
are currently one of the following:




Successful completion of a Bachelors or Masters degree at a University in a majority
English speaking country, where the language of tuition has been English;
The British Council IELTS band score 6.0 overall (with not less than 5.5 in any
component score);
An IBT TOEFL score of 87 overall (with no less than 21 in listening, 22 in reading, 23 in
speaking and 21 in writing);
A Pearson Test of English Academic (PTE) of 59 overall, with no less than 59 in any
component.
Tests must have been completed within the last two years. Where students have satisfied
these English language requirements, but further English language training needs are identified
after admission, further training is available through the Business School. This should be
included in the training needs analysis and training plan (see 4.3(vi) and 4.6(i) below).
3.3
Formal offers of admission can be made only by YSJU Admissions following approval by the
UoL’s Graduate Board, or in standard cases YSJU’s RDSC. The YSJU Research Student
Protocol is available on the YSJU website and will be drawn to the attention of candidates
during their induction.
4.
Supervision
4.1
Supervisors for YSJU students are appointed by the UoL Graduate Board or, in standard
cases, YSJU’s RDSC. It is the responsibility of the Faculty Research Professor to recommend
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suitable supervisors for appointment. The Deputy Registrar: Research is available to advise on
this and to liaise with RSA at UoL. Where co-supervisors are appointed, one is to be identified
as the main supervisor. Potential supervisors are required to attend a course on research
degree supervision organised by UoL before being recommended for appointment as a
supervisor.
4.2
Supervisors will be appointed provisionally at the time that a formal offer of admission is made,
and this will be confirmed or, where appropriate, alternative arrangements will be made when
the student registers. When only one supervisor is appointed for a student an Advisor is also
appointed. It is the responsibility of the Dean of the Faculty, in conjunction with line mangers
within the Faculty, to ensure that no YSJU supervisor is overloaded with supervisory
responsibilities and the position of individual members of staff should be reviewed regularly. As
a guideline, YSJU staff without ‘sole supervisor status’ should not normally be supervising more
than two research students, while those with ‘sole supervisor status’ should not normally
supervise more than six as the main supervisor, or ten in total as co-supervisor. The numbers
of research students allocated to each member of staff will be reported annually to YSJU’s
RDSC. In the case of UoL co-supervisors’ workload, the UoL Code of Practice applies.
4.3
The responsibilities of a supervisor may be summarised as follows:
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)
(ix)
(x)
(xi)
(xii)
(xiii)
(xiv)
(xv)
(xvi)
(xvii)
(xviii)
ensuring that the student is introduced to the facilities of the Faculty and the University
that are relevant to their research and that he or she is fully aware of relevant Health
and Safety regulations;
assisting the student in defining the topic which is to be tackled in the course of the
research. It is vital that this should give sufficient scope for investigation appropriate to
the degree, but not be so large a topic that it cannot be mastered within the normal
period of the candidature. Where the research is sponsored by an outside body, the
terms of such sponsorship must be carefully considered;
assisting the student to clarify the research question which the study seeks to
address, and to establish details of the research programme, such as resources
required and, where appropriate, the experimental design;
ensuring, in consultation with the Faculty Research Professor and Deputy Registrar:
Research, that the student has access to the necessary facilities for the research;
approving a timetable of work and endeavouring to see that it is followed. Supervisors
should emphasise to students that the University attaches great importance to the
timely completion of research;
conducting, with the student, a training needs analysis within one month of
commencement of study and agreeing a training plan;
reviewing the analysis regularly (at least annually) and to assist the students in
identifying other training needs and in reflecting upon their personal development, for
instance by reference to the Statement on Learning Outcomes (See UoL website:
http://www.leeds.ac.uk/rsa/graduate_board/pos.html);
where the programme contains subject specific modules, directing the student through
the relevant programme of courses;
seeking to ensure that the student receives available research training (e.g. by
attendance at courses) which may be necessary or appropriate in the individual case;
making students aware of any relevant Research Governance requirements and
informing them of ethical procedures and ethical review, including the roles of the
YSJU Faculty Research Ethics Committee and University Research Ethics
Committee;
making students aware of YSJU’s policy on safeguarding research data, including
storage, backup and encryption;
agreeing a supervisory programme with the student and arranging regular meetings
with the student (see 4.8 below);
ensuring that, where appropriate, the student is aware of the University’s
arrangements for reviewing transfer to full degree registration and that appropriate
guidance on preparing for transfer is provided;
preparing regular reports on the student’s progress (see 6.1 below);
ensuring that there are written records of formal supervisory meetings;
commenting within a reasonable time on written work submitted by the student;
otherwise advising generally on the research and preparation of the thesis;
alerting the Deputy Registrar: Research (who will liaise with RSA at UoL), in a timely
manner, to any situation where it may become necessary to request a suspension or
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(xix)
(xx)
(xxi)
(xxii)
(xxiii)
(xxiv)
(xxv)
(xxvi)
extension of study for a student;
reporting to the Deputy Registrar: Research (who will liaise with RSA at UoL) any
suspected instance of research misconduct including plagiarism;
ensuring that the student receives written feedback on the assessment of progress,
and to draw to the attention of the student problems when they arise, where
necessary this should be done in writing;
taking action to bring to the attention of the Faculty Research Professor and the
Deputy Registrar: Research (who will liaise with RSA at UoL) any concerns about a
student’s unsatisfactory progress;
reading and commenting on the whole of the draft thesis prior to submission provided
that it is made available by the student in reasonable time. It is essential that a
timetable for submission of the draft thesis is agreed with the student in advance of
the maximum time limit which allows the supervisor a reasonable length of time to
carry out this duty and for the student to act on any comments received. Any planned
periods of absence by the supervisor from the University should be taken into
account.
keeping the Dean, Faculty Research Professor and Deputy Registrar: Research
informed of any absences likely to impact upon time available for supervisory duties;
sending forward recommendations for the appointment of Examiners to the Deputy
Registrar: Research (who will liaise with RSA at UoL);
ensuring that the student is aware of the University of Leeds arrangements for the
examination of research degree theses and the time limits for submission and
ensuring that the student receives appropriate guidance about the oral examination
including, where requested, a “mock viva”;
attendance at YSJU Postgraduate Research Supervisors’ Forums.
4.4
In circumstances where supervisors leave the University, they must ensure that, as soon as
possible, the Dean, Faculty Research Professor and Deputy Registrar: Research are notified.
In this situation, the Dean must satisfy himself / herself that alternative and acceptable
supervision arrangements are recommended to the UoL Graduate Board through the YSJU
Deputy Registrar: Research and UoL RSA (or in standard cases YSJU’s RDSC if this is
confirmed).).
4.5
Where the supervisor is likely to be absent from the University for an extended period, the
Dean should ensure that some appropriate arrangements are made for advising the student
and that the progress of a research student is not detrimentally affected by the absence of the
supervisor. Where the absence exceeds three months, an alternative supervisor or cosupervisor must be appointed.
4.6
Students have responsibilities as follows:
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)
(ix)
(x)
(xi)
To reach agreement with the supervisor on an appropriate training plan;
to carry out research effectively, to attend the University, to present work regularly and
to an adequate standard in an appropriate form and against an agreed timescale,
taking into account any holiday entitlement;
to prepare issues they wish to discuss at supervision meetings and to seek out the
supervisor as problems arise;
to agree to a supervisory programme and to attend formal supervision meetings;
to draft reports of supervisory meetings and to submit, when requested, regular written
summaries of overall progress to their supervisors or, where appropriate, to the Dean,
Faculty Research Professor or Deputy Registrar: Research;
to comply with normal working arrangements in the YSJU Faculty;
to consult with their supervisor and Deputy Registrar: Research before undertaking
any additional work. Students should discuss with their supervisor whether any
teaching or other work undertaken will adversely affect the time available for the
conduct of the research and make appropriate arrangements;
to comply with Health and Safety requirements;
to comply with YSJU Research Governance requirements, and to apply for Ethics
Committee approval whenever appropriate;
to take measures to attend appropriate training courses, personal development
programmes and research seminars in consultation with their supervisor;
to comply with YSJU’s policy on safeguarding research data, including storage,
backup and encryption;
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(xii)
(xiii)
(xiv)
(xv)
(xvi)
(xvii)
(xviii)
(xix)
(xx)
to be familiar with the regulations and procedures of UoL and YSJU relevant to
research degree candidatures and to comply with them;
to ensure that they complete registration and make payment of fees at the appropriate
times;
to make use of relevant facilities provided by UoL and YSJU and abide by the
regulations specified for the use of these facilities;
to assist the RO in keeping their personal record up to date by cooperating fully with
administrative procedures;
to promptly draw to the attention of the supervisor or Deputy Registrar: Research
when there is a situation where it may be necessary to request a suspension or
extension of study. If appropriate, documentary evidence should be provided (e.g.
medical certificate);
to consult with the supervisor or appropriate senior member of staff within the Faculty
or the Deputy Registrar: Research, in confidence, if they have serious concerns about
the student/supervisor relationship;
to discuss with the supervisor, in good time where possible, should they wish to be
away from their research activity for a substantial period (e.g. in the case of a full-time
student for more than five working days);
to make available to the supervisor for comment, within an agreed timescale, the
whole of the draft thesis prior to submission;
To ensure that at all times they observe high standards of academic conduct and
integrity and are aware of the consequences of failure to observe YSJU and UoL
requirements.
4.7
Students are encouraged to develop and maintain Personal Development Plans.
4.8
Full-time research students have a right to a minimum of 10 supervision meetings a year. For
part-time students the minimum number of supervision meetings is 5 a year. Notes should be
kept of all formal supervision meetings, signed by both student and supervisor (electronic sign
off by e-mail is acceptable).
5.
Supervisory Support
There are 2 main models of supervision :
Model 1:
Co-supervision
Either (a) one main supervisor together with a Research Support Group of
between 2-3 (which may include individuals from outside the Faculty or external
to the University); the Research Support Group is advised to meet with the
student every 6 months to review progress and to discuss this with the student.
or (b) one main supervisor with a co-supervisor(s) (who may be external to the
University).
Model 2:
One main supervisor together with a Adviser (who may also attend supervision
meetings and must be a member of staff of the University) from whom advice
might be sought and to whom problems might be referred.
Whatever supervision model is adopted at least one member of the supervisory team must
satisfy the UoL’s eligibility criteria to act as a sole supervisor.
All YSJU students have more than one supervisor, or a supervisor and an Adviser to support
them. Faculty Research Professors are also available to provide additional support. One to one
pastoral meetings with Deputy Registrar: Research or a designated member of academic staff
from with this the student’s faculty are offered annually to all postgraduate research students.
These provide an opportunity to review progress, discuss this with the student and to enable
the student to comment upon the nature of the supervision received and to draw attention to
any matters of concern.
6.
Formal assessment and monitoring
6.1
Six monthly reports for full-time and twelve monthly reports for part-time students should be
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made by the main supervisor to the RO on the student’s progress, using the form on the Staff
Information Point. The Reports should include a review of progress on the agreed training plan.
Reports should be considered by the Research Degrees Sub Committee. It is essential that the
student should be given clear information in writing on the assessment of progress. Where
progress is deemed to be unsatisfactory, the student should be interviewed by the Faculty
Research Professor and one of the supervisors and specific instructions and objectives given.
The student should be advised that failure to meet those requirements may lead to a
recommendation for the termination of the candidature.
6.2
Research candidatures which are intended to lead to a Doctoral award are subject to a process
whereby the student is formally assessed and, if successful in the assessment, is ‘transferred’
to a specific degree category after an initial, provisional stage. The assessment at the ‘transfer’
stage is intended to identify whether the individual student and the research project have the
potential for research at Doctoral level and also to ensure that the student has made
satisfactory progress with the agreed training plan. Full-time students should normally
complete the whole transfer process, including the viva and any potential revisions to the
transfer report, within 12 months of their start date (24 months for part time students). If a
transfer decision is deferred, a final decision must be made with 18 months of the start date (30
months for part time students). Transfer submissions should normally be submitted within 10
months (22 months for part time students) and must include:






A progress report, covering work carried out to date, ethical issues with the research, a
description of their key research question and how this has been refined, and a
proposal of how the research and thesis will be completed;
A draft plan of chapter headings for the thesis;
An updated training plan and record of training carried out to date;
A copy of ethics clearance (if required)
A sample of written work relating to the topic of about 10,000 words. This may be a
draft chapter from the thesis, a critical review of the literature/evidence base, a critical
discussion of methodology or another piece of work agreed by the supervisor and
Faculty Research Professor;
A statement of academic integrity (the relevant form is available from the RO).
The assessment Panel must comprise a minimum of two individuals and include one
independent individual who has not been involved in the supervisory support arrangements for
the student. At least two members of the assessment Panel (including the independent
assessor) should be from the same or from a cognate subject area or discipline to the work
submitted by the student. At YSJU the Panel will be chaired by a senior YSJU academic
(Dean, Deputy Dean, Professor, Reader or Head of Subject) from a cognate subject area or
discipline to the work submitted by the student. Panel members will include at least one of the
candidate’s supervisors. The Deputy Registrar: Research may attend at the request of the
Chair. In exceptional cases, consideration may be given by UoL for the use of an External
Assessor on the transfer assessment panel to provide specialist subject knowledge from
outside the supervisory team.
In addition to the transfer submission detailed above, students will be required to give a ten
minute presentation on ‘Key themes to have emerged from the research to date and their
research question, going forward’ to the Panel. This will be followed by an interview with the
assessment Panel, in the form of a viva voce examination. It is important that the University of
Leeds’ prescribed time-limits for ‘transfer’ decisions are adhered to. These time limits are
prescribed for each doctoral programme of study and are published by the University of Leeds
in the booklet entitled Ordinances and Regulations and Programmes of Study for Research
Degrees. The decisions that may be made by transfer panels are:
(i)
(ii)
(iii)
(iv)
in the case of Provisional candidatures for Doctoral degrees or Postgraduate
Research candidatures, transfer to Doctoral registration;
in the case of Provisional candidatures for the degree of PhD or Postgraduate
Research candidatures, transfer to MPhil registration;
on the first occasion that the work is assessed, and provided that the University’s
prescribed time limit permits, deferment of a decision about transfer for a limited
period to permit the work to be revised and then reassessed;
a decision that the candidate withdraw from a research degree candidature.
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6.3
The decision on transfer must be recorded in writing, agreed by all the members of the
assessment Panel, signed by the Chair and will contain a brief assessment of the student’s
progress. In all cases the student must receive a copy of the decision made by the assessment
Panel in writing.
6.4
The RO will (i) keep a comprehensive record of the student’s candidature, including notes of
supervision meetings, reports, the agreed training plan and records and other information (for
example, medical certificates) having a bearing on the student’s progress. These records must
be maintained in accordance with Data Protection legislation; (ii) have overall responsibility for
ensuring that formal assessment and monitoring takes place and the that any emerging issues
are addressed.
6.5
Faculty Research Professors are strongly encouraged to make provision for research students
to present their work regularly at seminars involving staff and other research students.
7.
Student Representation, Feedback and Channels of Communication and Complaints
7.1
The RO will ensure that postgraduate research students are represented on the Research
Committee, Research Degrees Committee and Postgraduate Research Supervisors’ Forum.
Faculty Research Professors are encouraged to include postgraduate research students in
Faculty Research Committees (or their equivalents) and to ensure that adequate opportunity is
given to discuss issues affecting them. Student representatives will not be involved in the
consideration of matters relating to individual student cases.
7.2
YSJU is committed to giving its students the best learning experience it can. It prides itself on
being a responsive and supportive organisation and in listening to its students, but recognises
that they may sometimes encounter problems. If a YSJU research student is dissatisfied with
any aspect of YSJU’s provision, they should first try to deal with the problem by discussing it
with the member of staff most immediately concerned. Many problems can be speedily
resolved by a direct approach. In cases where research students do not feel that they have
received a satisfactory response to a direct approach, or feel unable to raise the problem
locally, advice may be sought from supervisors, the student’s Faculty Postgraduate Research
Tutor, Faculty Research Professor, the Dean of the student’s Faculty, the Deputy Registrar:
Research, the YSJU Complaints Officer or from the Students’ Union. Where appropriate an
informal resolution may be sought. If an informal resolution is not appropriate or is regarded as
unsatisfactory, a formal complaint in writing should be made to the YSJU Registrar. This will be
dealt with under the standard YSJU Student Complaints Procedure, available on the YSJU
website and in the YSJU Research Students Handbook. Advice may be sought from
supervisors, the student’s Faculty Research Professor, the Dean of the student’s Faculty, the
Deputy Registrar: Research, the. A copy of any formal submission should also be provided to
UoL RSA for information (which will forward a copy to the UoL’s Complaints Officer). Should a
research student remain dissatisfied by the response from YSJU to a Stage 3 complaint, they
may ask the UoL Complaints Officer to consider any outstanding concerns. If the complaint
cannot be resolved by UoL, the student may in certain circumstances be able to take the
complaint forward to the Office of the Independent Adjudicator for Higher Education.
YSJU has an appeals procedure for research students, which dovetails with that of UoL. A
copy of the YSJU procedure can be found in the YSJU Research Student Handbook. The
appeals procedure covers cases where a research student wishes to contest an adverse
academic decision, e.g. cases of insufficient academic progress, the outcome of a transfer or
final viva examination. Appeals concerning a final examination are dealt with directly by UoL.
Appeals about insufficient progress or the decision of a transfer assessment panel are dealt
with initially by YSJU, with the possibility of further appeal to UoL. In both cases, the initial case
should be made in writing to the Deputy Registrar: Research, who will determine whether the
appeal should be dealt with by YSJU or UoL.
The University periodically surveys students about their experience and satisfaction with
arrangements and facilities for research degrees and all research students are invited to
participate. The Deputy Registrar: Research welcomes feedback in all forms at any time.
7.3
7.4
8.
Minimum standards of facilities provision for full-time students
The UoL Graduate Board has specified that access to facilities such as printing, photocopying
and common room facilities for research students should be commensurate with the
requirements for the research being conducted by the student. At YSJU these facilities are
mainly provided in the Graduate Centre in DeGrey Court, within which research students have:
8





Desks and locker space for flexible work and storage;
Opportunities for interaction with fellow researchers and academic staff;
Access to the University’s computing network and internet;
Access to a printer for work relating to their research;
Access to a telephone for work relating to their research.
Research students have access to networked photocopiers in De Grey Court and other
buildings across campus.
Graduate Centre facilities are accessible 24 hours a day 7 days a week except when YSJU is
closed (dates listed in the YSJU Research Students Handbook). These facilities are also
available to part-time research students. Desks will not be allocated to part time students, but a
number of unallocated ‘hotdesks’ are available for their use in the Graduate Centre.
Major equipment and computer software/hardware resourcing issues are the responsibility of
the Faculties, and research students’ requirements must be considered prior to accepting any
student (see 3 above). Minor equipment and computer needs for individual research students
can be funded through the expense account allocated to each research student (except
bursary funded students starting from September 2009, who will receive a higher bursary
payment in lieu of a separate expense account).
The Fountains Learning Centre provides library services for York St John research students. It
is recognised that no one library can satisfy researchers needs, so to support research
students the following are provided:
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Access to the range of databases and online resources provided by YSJU;
Interlibrary loans;
Membership of SCONUL Access, at researcher level, which provides access to almost
all UK HEI libraries, including borrowing rights at the University of Leeds libraries;
Key books and periodicals may be purchased with funds from individual research
students’ expense accounts.
In addition, research students are encouraged to exploit the opportunities to join and use other
libraries with research collections, for example the British Library’s Boston Spa repository,
which offers Reading Room facilities and access to the UK’s largest book and periodical
repository.
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Similar facilities and services should be made available for those studying under split site
arrangements whilst they are resident in York/Leeds and for part-time students, where
appropriate, to ensure that they are not disadvantaged.
Responsibilities of staff at York St John University with regards to research students
The responsibilities may be summarised as follows (although carrying out roles to support
these functions may be delegated):
The Deputy Vice Chancellor:
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Ensuring that an adequate management structure and procedures are in place for
handling postgraduate matters;
Ensuring that minimum standards of facilities are available to research students
(operation, monitoring and reporting to be carried out by RO staff);
Ensuring that there are appropriate procedures in place in the University to consider
appeals by research students as set out in the procedures governing postgraduate
research students published in the YSJU Research Student Handbook;
Chairing appeals panels for internal York St John appeals.
York St John Faculty Deans have responsibility for the following, but may delegate to their
Faculty Research Professors:
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Recommending supervisors to the UoL Graduate Board, through the YSJU Deputy
Registrar: Research;
Recommending alternative and acceptable supervision arrangements when a
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supervisor leaves YSJU;
Ensuring that no supervisor is overloaded with supervisory responsibilities and
reviewing the position regularly;
The delegation, where relevant, of responsibilities for postgraduate matters to
appropriate individuals.
The Deputy Registrar: Research :
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Liaison with RSA and SDDU at UoL and all associated tasks;
Ensuring that a comprehensive record of the research degree candidature of all
students is maintained;
Ensuring that postgraduate research students are represented on the Research
Committee, Research Degrees Sub Committee and Postgraduate Research
Supervisors’ Forum.
Assessment processes for research qualifications
The UoL Graduate Board prescribes arrangements whereby the criteria, regulations and
learning outcomes for the award of different types of research degrees are clear, rigorous and
widely available. At York St John University this information is available to all research students
through the availability of the YSJU Research Student Handbook, and UoL Ordinances and
Regulations on the YSJU RO website and through the Moodle ‘Virtual Graduate Centre’ VLE
site. Supervisors and the Deputy Registrar: Research are available to discuss these criteria
with candidates.
The UoL Graduate Board publishes eligibility criteria for the appointment of Examiners. As a
minimum, two appropriately qualified Examiners are appointed for each candidate with at least
one Examiner being external to both the UoL and YSJU. Internal Examiners are required to
attend a UoL training course before acting in this capacity. No member of staff who has been
substantially involved in the research may serve as an Internal Examiner. Responsibility for the
consideration and review of recommendations for the appointment of Examiners is delegated
by the UoL Graduate Board to its specialist Examinations Group, which monitors the frequency
of appointments of examiners.
In order to ensure consistency within the examination process, Examiners receive written
instructions on the relevant UoL procedures together with the criteria for the recognition of
different levels of achievement. These instructions are supplied to any YSJU staff involved in
examinations.
After the submission of the thesis all candidates for research degrees are required to undergo
an oral examination with the appointed Examiners, and:
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the examination should normally take place within a maximum time scale of three
months from the date of the dispatch of the thesis to the Examiners;
the Examiners must prepare separate, independent written reports before the viva
and, following the viva, a joint report which contains a recommendation in accordance
with the stipulated UoL criteria;
a supervisor may be an observer at the examination and, if not present, must be
available for consultation with the Examiners if required;
the Examiners should advise the candidate informally of the recommendation being
sent forward, normally within 24 hours of the completion of the oral examination. The
details will depend upon the precise recommendations being sent forward. Where
appropriate, information about the University appeals procedure (see 7.2 above) must
be provided to the candidate.
University of Leeds monitoring
The UoL Graduate Board requires its Examinations Group to monitor and review all aspects of
the examination, including the selection of examiners, the implementation of the procedures,
the nature and details of the reports and the overall performance of candidates and staff within
YSJU.
YSJU Research Student Protocol 2011
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