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Attendance requirements and monitoring

English and CLS Monitoring Points Policy - MPhil/PhD Students

Monitoring Points 2018-19

Please note the following points:

At least six of your supervision meetings must be face-to-face. If the PhD student plans to have a period of study away from the university, the supervisor must be notified in advance and regular contact must continue to take place and be recorded on Tabula.

University guidelines require that records should be created within 5 working days of the meeting or the e-mail/phone call/skype contact.

The supervisor is responsible for logging the date and method of monthly contact with their supervisee on Tabula and to use the Notes tool to summarise the contact. The student will be responsible for approving the monthly entry made by their supervisor. If a student and supervisor have a substantially long meeting/contact in one month, they may not have to meet/be contact the following month, and that can be recorded as an authorised missed monitoring point. The Postgraduate Research Officer should be notified in such cases.

Non-tier 4 students: If a student is granted an extension for the submission of their thesis, regular supervision must continue until the thesis is submitted.

Tier 4 students: Monthly monitoring via supervision must continue until the final thesis submission is approved.

The Graduate School advise that a full-time PGR student should not work more than 16 hours a week. If a student would like to work full-time, they should consider changing the mode of attendance to part-time (March 2016).

FULL-TIME RESEARCH POSTGRADUATE (12 points)

  Monitoring points Monitoring methods
Autumn Term (3 points)

October Monthly supervision – Email/phone/face-to-face meeting with supervisor Supervisor records meeting on Tabula, student confirms
November Monthly supervision – Email, phone or face-to-face meeting with supervisor Supervisor records meeting on Tabula, student confirms
December Submission of Autumn Term Progress Report Student completes form, sends to supervisor; supervisors signs off and emails to PGR Officer to record
Spring Term (3 points)    
January Monthly supervision – Email, phone or face-to-face meeting with supervisor Supervisor records meeting on Tabula, student confirms
February Monthly supervision – Email, phone or face-to-face meeting with supervisor Supervisor records meeting on Tabula, student confirms
March Submission of Spring Term Progress Report Student completes form, sends to supervisor; supervisors signs off and emails to PGR Officer
Summer Term (3 points)    
April Monthly supervision – Email, phone or face-to-face meeting with supervisor Supervisor records meeting on Tabula, student confirms
May Submission of Annual Research Review or Upgrade Dossier Student submits to PGR Officer for distribution, PGR Officer records
June Monthly supervision – Email, phone or face-to-face meeting with supervisor Supervisor records meeting on Tabula, student confirms
Summer (3 points)    
July Monthly supervision – Email, phone or face-to-face meeting with supervisor Supervisor records meeting on Tabula, student confirms
August Monthly supervision – Email, phone or face-to-face meeting with supervisor Supervisor records meeting on Tabula, student confirms
September Monthly supervision – Email, phone or face-to-face meeting with supervisor Supervisor records meeting on Tabula, student confirms

 
















































PART-TIME POSTGRADUATE RESEARCH (6 points)



 

Monitoring point Monitoring method
October

Bi-Monthly supervision – Email/phone/face-to-face meeting with supervisor

Supervisor records meeting on Tabula, student confirms
December Submission of Autumn Termly Reports Student completes form, sends to supervisor; supervisors sign off to PGR officer; PGR officer to record
January Bi-Monthly supervision – Email/phone/face-to-face meeting with supervisor Supervisor records meeting on Tabula, student confirms
March Bi-Monthly supervision – Email/phone/face-to-face meeting with supervisor Supervisor records meeting on Tabula, student confirms
April Submission of Annual Research Review or Upgrade Dossier Spring Termly Reports/Annual Research Review dossier and reports will be emailed to Postgraduate Programmes Officer, who will log the submission on Tabula.
June Bi-Monthly supervision – Email/phone/face-to-face meeting with supervisor Supervisor records meeting on Tabula, student confirms
August Bi-Monthly supervision – Email/phone/face-to-face meeting with supervisor Supervisor records meeting on Tabula, student confirms

 


Attendance requirements

For postgraduate students and undergraduates on work or study abroad placements some of the monitoring points could be via email/online where appropriate (e.g. over the summer months/during work on dissertations/fieldwork/module registration/or electronic submission of work) but a significant proportion (at least 8 monitoring points) should be via face-to-face contact during taught aspects of taught courses or (at least 6 monitoring points) during inperson supervision meetings for research courses. Where research students undertake extended periods of research or fieldwork away from the University face-to-face supervisions may be undertaken online via Skype or similar system. It may be appropriate that during periods of extension more of the monitoring points could be via email exchange.

If Tier 4 research students undertake extended periods of fieldwork or research away from the University advice should be sought from the International Office regarding the University’s legal obligations in these situations.

Where a student misses three of the “monitoring points” the Academic Office will write to the student and the department will receive a copy of this e-mail. The department is required to investigate with the student what problems they may be experiencing, to support their full engagement with the course and to explain the consequences of missing further monitoring points. Departments may decide that they wish to initiate such discussions before three “monitoring points” are missed.

Where four "monitoring points" are missed, it is likely that a student's problems are such that they should be encouraged to seek advice and support from the Department or University Senior Tutor.

Where a student misses five “monitoring points” it is likely that the student is at risk of imminent withdrawal or failure, so appropriate action should be taken immediately.

Where a student has missed six formal “monitoring points” in one academic year the Academic Office will notify the Director of Graduate/Undergraduate Studies that the student should be referred to the Continuation of Registration Committee as set out in University Regulation 36 - Governing Student registration, attendance and progress. The Department will be given an opportunity to present any reasons why such a referral might not be appropriate. The department may wish to seek advice on this from their Faculty Board Secretary or the Academic Office. The Department will receive copies of correspondence sent to the student at this point.

Where a student has missed eight formal “monitoring points” in one academic year the Department or the Academic Registrar will need to invoke the process outlined in University Regulation 36 - Governing Student registration, attendance and progress.

Students should familiarise themselves with the University's Regularion 36 on Governing Student Registration, Attendance and Progress

University Monitoring

The University’s Graduate School Office requires that you return an Annual Student Self-Assessment Form which must be signed by your supervisor, but which also gives you an opportunity to comment confidentially on your year of study. It is a university requirement that you complete this form annually to the Graduate School, and that you indicate how you feel about your progress and supervision arrangements. Further information will be forthcoming from the Graduate School in due course.

Monitoring of Award Holders

If you hold an AHRC award, your funding body will also send you annual report form to be completed by you and your supervisor. Please ensure that this is completed on time, as continuance of awards depends upon this.