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A Guide to the Academic Regulations. What you need to know! Michael Frain, Graduate School Level Two, Foundation Building 15 November 2012. Research Progression. Information Resources. Good Practice Guide for PhD’s www.iuqb.ie/en/homepage.aspx Academic Regulations and Procedures.

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A guide to the academic regulations
A Guide to the Academic Regulations

What you need to know!

Michael Frain, Graduate School

Level Two, Foundation Building

15 November 2012

Information resources
Information Resources

  • Good Practice Guide for PhD’s

    • www.iuqb.ie/en/homepage.aspx

  • Academic Regulations and Procedures.

    • Ch.5: Research Postgraduate Academic Regs

  • PGR Forms and Codes of Practice/Regulations

    • www.graduateschool.ul.ie

    • www.ul.ie/studentacademicadmin

Ul res pg population 11 12

Masters F/T 82

Masters P/T 23

Masters Total 105

PhD F/T 583

PhD P/T 120

PhD Total 703

UL Res PG Population 11-12

Total Res Postgraduate 808


  • Supervisor/Student Relationship

  • Monitoring & Progression

  • Transfer from Masters to PhD

  • PhD by Publication

  • Duration of Research

  • Continuation Fees

  • Student Status

  • Final Stages

Student supervisor relationships

Director :

Master :

Guru :

Teacher :

Expert :

Guide :

Project manager :

Auditor :

Editor :

Colleague :

Friend :







Team worker





Student/Supervisor Relationships

Responsibilities of the student
Responsibilities of the student

  • Be responsible for your own research activity – only you can write the PhD

  • Be responsible for your own personal career development

  • Be aware of academic rules, regulations, ethical guidelines & grievance procedures

  • Maintain regular contact with your supervisor, agree & keep deadlines, report on progress (end of semester report) & keep a written record of meetings

Responsibilities of the supervisor
Responsibilities of the supervisor

At the outset at supervisor should:

  • Explain what is involved in doing a PhD

  • Agree a programme of work and time frame

  • Agree the ground rules – find out what your supervisor expects

  • Acquaint you with regulations /postgraduate charter

  • Agree on a schedule of meetings / deadlines

Working together
Working Together

  • Maintain a good working relationship at all times

  • Importance of supervisory meetings

    • Provide written reports - measure your progress

    • Keep records of your meetings

    • Ask for feedback - should be positive

    • Listen to your supervisor

    • Make sure you understand the feedback, Ask ?

    • Review with your supervisor your progress


  • Group meetings can be useful / departmental presentations / student research forums

  • Agree on training needs & skills development

  • CV development / awareness of profession / networking

  • Conferences / publications

Monitoring progression
Monitoring & Progression

Research Student Progression

  • Research Review Panels formed on an annual basis to review the progress of all research candidates within the department.

  • Where the Research Review Panel is not satisfied that the student is making satisfactory progress, refer the student to the Research Confirmation Panel, where the student will be required to present and defend their work.

Monitoring progression1
Monitoring & Progression

  • Students have the right to appeal the decision of the Research Confirmation Panel to the Research Progression Appeal Panel.

  • See Academic regulation 5.6. 5.6.7, 5.6.8

Monitoring progression2
Monitoring & Progression

  • Grievance procedure:

    • Complaints in relation to the adequacy of supervision see regulation 5.5.11 of the regulations

    • Complaints will not be considered once a thesis has been submitted for Examination

Res confirmation panel
Res Confirmation Panel

Some students may be requested complete writtenand oral presentation

  • Demonstrate suitability for doctoral level work.

  • Clear evidence that the candidate has the innate ability to understand the topic deeply enough.

  • Ability to undertake independent research work successfully appropriate to doctoral level.

Transfer to a phd
Transfer to a PhD

  • Transfer from Masters to PhD

    • Similar to Research Confirmation Panel

    • Code of Practice

  • The Process includes (PGR-3b form)

    • Should take place by 18 Months

    • Must be done by 24 months

    • Written presentation &

    • Oral Presentation to three faculty members

    • There may be funding implications

Structured phd s
Structured PhD’s

  • Candidates on Structured PhD programmes

  • Must agree the required taught modules with their


    • Must register for the relevant taught modules

    • Forms need to be submitted to SAA

    • Must keep a record of their programmes Generic skills training as a personal development plan

    • Progression to Stage 2 comes after 18-24 months

Phd by publication
PhD by Publication

  • Decide early if this is your preferred route

    • See Ch.5 Appendix 6 of Acad Regs

  • Three to five published articles

  • Articles must be published or accepted for publication

    • while the candidate is registered as a research student

  • Phd by publication1
    PhD by Publication

    • Articles that are pending publication need a letter from the journal editor stating that the article has been accepted in a final form and is awaiting publication

    • Manuscripts or papers under review are not acceptable.

    Duration of research

    Masters Full-Time

    Min 1 year

    Max 3 years

    Masters Part Time

    Min 2 years

    Max 4 years

    PhD F/T with Masters

    Min 2 years Max 5 years

    PhD F/T without Masters

    Max 3 and 5 years

    PhD P/T with Masters

    Min 3 years Max 6 years

    PhD P/T without Masters

    Min 4 and 10 years

    Duration of Research

    Duration of research1
    Duration of Research

    • Students may apply for an extension to the duration of research

    • Must complete a PGR-8 form

      Chapter 5: Sec 7 Academic Regs and Procedures

    Continuation fees
    Continuation Fees

    • Research PG Fees: (full fees)

      • EU and non-EU fees

      • Masters two years fees,

      • PhD four years fees (Jan 2011 onwards)

    • Continuation Fees:

      • Students are liable for an annual continuation fee after two yrs (Masters) or four yrs (PhD)

      • AY 12-13, EU -BEH €1,000 SET 1,500

    Student status
    Student Status

    • Leave of Absence (LOA)

      • Complete a LOA form, must be approved by their supervisor

      • There may be funding implications?

      • Return the form to Student Academic Admin

      • For those who have completed the minimum registration time, a minimum of 1 year’s registration must elapse before submission of thesis

    Student status1
    Student Status

    • Withdrawal from Studies

      • In exceptional circumstances students may wish to withdraw, an exit form should be completed

    The final stages
    The Final Stages

    • Submission of Research Thesis Process

      • Nomination of Examiners PGR-1 Form

      • Submission of Thesis PGR-4 Form

    • Viva Voce - Code of Practice

    • Format and Presentation of the Thesis

    • Electronic Submission

    • Thesis embargo

    Final stages continued
    Final Stages Continued…

    • The Final Stages of the Research

      • Final draft of submission … must meet an agreed standard … to submit

      • Make sure deadlines can be met

      • Prepare for the Viva Voce examination – talk to supervisors/others

      • Ask about the the format Viva Voce


    • You are responsible for your progress

    • Interact with you supervisor

    • Do not ignore any correspondence or letters

    • Be aware of the regulations and procedures

    • If you are unsure, ask someone for advice


    • Thank-you for listening

    • Questions…