Accessibility statement

1. Introduction

See also:
- Appendix 5: Policy Framework for Distance Learning Research Degree Programmes
- Appendix 6: Policy Framework for Collaborative Off-site and Collaborative Split-site PhD Programmes
- Appendix 7: Policy Framework for Integrated PhD Programmes

Introduction

1.1 The Policy on Research Degrees (PoRD) sets out University policy on postgraduate research degree (PGR) programmes for postgraduate researchers (hereafter referred to as PGRs) , supervisors of PGRs and members of Thesis Advisory Panels, Progression Panels, examiners of research degrees, and other University staff with responsibility for PGRs. 

1.2 This Policy has been drawn up with reference to the UK Quality Code for Higher Education, Advice and Guidance: Research Degrees (2018). York Graduate Research School (YGRS) is responsible for implementing the PoRD and reviewing it on an annual basis.

1.3 This Policy supplements, but does not supersede, the University’s regulations for PGR awards (Regulation 2). 

1.4 This Policy applies to the degrees of PhD, EngD, MPhil, MA (by research) and MSc (by research). The PhD by Publication option for members of staff is detailed separately in the University’s regulations (Regulation 2.9). Therefore, this policy refers to all PGRs unless otherwise stated.

1.5 There are additional regulations that apply to:

  • PGR programmes by distance learning: Appendix 5 
  • Collaborative split-site and off-site PhDs: Appendix 6
  • Integrated PhD programmes: Appendix 7.

Responsibility for PGRs and PGR programmes

Institutional responsibility

1.6 York Graduate Research School (YGRS) is responsible for postgraduate research (PGR) provision at the University of York. York Graduate Research School Board (YGRSB) - which reports via University Research Committee to Senate - is responsible for overseeing the work of YGRS. YGRSB has two sub-committees: PGR Policies and Programme Committee (PPPC) (to assure the standards of PGR programmes, and to monitor and promote the enhancement of the quality of the academic experience of PGRs), and PGR Experience Committee (to coordinate and oversee matters relating to the support and personal and professional development of PGRs and to promote a vibrant community of PGRs). YGRS also works closely with the Standing Committee on Assessment (SCA). 

1.7 YGRS has a Dean who can take decisions on behalf of YGRS as set out in this policy and as Chair of YGRSB and PPPC. Where the Dean is unavailable, a PGR Faculty Lead or PVC Research can be asked to deputise. 

1.8 YGRS monitors PGRs and PGR programmes through:

(i) the consideration of a range of statistical data (where appropriate analysed by department and demographic factors) including:

  • Postgraduate Research Student Experience (PRES) survey data (when available)
  • formal supervision meeting and TAP meeting compliance rates (from PGRA)
  • rates of progression at the first and second attempt (from PGRA)
  • submission and completion times and rates (from the SIA and PGRA)
  • pass, referral, fail and withdrawal rates (from PGRA)
  • appeals and complaints (from Special Cases)
  • data provided by the students’ union. 

(ii) Annual Review and other University review processes, which include explicit consideration of PGRs and PGR programmes.

1.9 Operational institutional responsibility for PGRs and PGR programmes is as follows:

Area

Office

Recruitment and Admissions

Marketing, Recruitment, Admission and Outreach (MRAO)

Supporting the PGR journey from enrolment through progression to final examination and award

PGR Administration (PGRA)

PGR programme approval, monitoring and review

PGRA

Central PGR induction and training

Building Research and Innovation Capacity (BRIC) Team  

Training for Graduate Teaching Assistants (GTAs)

Academic Practice

Research policy framework

Policy, Integrity and Performance team (PIP)

Research ethics

University Research Committee (URC) and disciplinary Research Ethics Committees

Central training for PGRs and supervisors

 BRIC Team

School/departmental responsibility

1.10 Within a school, department or centre (as applicable), the research committee has oversight of all research in the department, while responsibility for PGRs and PGR programmes rests with the Board of Studies, although in many schools/departments/centres responsibility is delegated from the Board of Studies to a Graduate School Board (or equivalent) led by a Graduate Chair. In the rest of the document, ‘department’ is used to represent a PGR’s home school/department/centre, and Graduate School Board (GSB)/Graduate Chair is used to represent whichever school/departmental/centre committee or individual has formal responsibility (either directly or under delegated powers) for PGRs and PGR programmes.

1.11 Where a department is required to approve key decisions impacting PGRs (eg for awards, PGR special cases) this should be undertaken within 7 working days to ensure that decisions can be communicated to PGRs in good time. The Graduate Chair (or other individual with departmental responsibility for PGRs) must have a formally designated alternate who can take decisions in their absence. If the Graduate Chair and their alternate will be absent for more than 7 working days then the department should nominate a further alternative (eg Head of Department, Chair of Board of Studies).

Record keeping

1.12 PGRs, their department and the University are responsible for maintaining records relating to a PGR’s programme, including supervision, progress and training. The primary system used to maintain such records is SkillsForge and PGRs and their supervisors are required to engage with this.

Approval of PGR programmes

1.13 All new PGR programmes must be approved by the relevant Graduate School Board. They also require planning and academic approval at University level. Academic approval is undertaken by PPPC on behalf of YGRSB.

1.14 All PhD programmes must have an MPhil and an MA (by research) and/or MSc (by research) available as transfer and exit awards. All MPhil programmes must have an MA (by research) and/or MSc (by research) available as transfer and exit awards.

1.15 Most PGR programmes should have a start date aligned with the start of the first semester. Additional start dates may be approved by PPPC and should be on the first of the month).

1.16 Where a department is planning to bid for a Doctoral Landscape Aware or Doctoral Focal Award or similar (as lead or member institution), the University approval stage (ie planning and academic) for any associated PGR programme should run in parallel with the initial drafting of the bid in order to identify and address any issues early on in the process and build up staff expertise and cooperation.  

1.17 For approval, the relevant new programme pro forma must be submitted with the required supporting documentation, which may include comments (on the relevant pro forma) from an external assessor. The Chair of PPPC may decide that comments from an external assessor are not required, eg if the programme has already undergone external review as part of a bid to a research council or other sponsor/funding body.

1.18 Modifications to PGR programmes require departmental approval and, in the case of major modifications (including significant changes to progression processes and departmental training requirements), University academic (and sometimes planning) approval.

Approval and modification of taught awards and taught components of PGR programmes 

1.19 PGRs who embark on a PGR programme at the University may be eligible to receive a taught award in two circumstances – as an integrated taught award, or as an exit taught award.

1.20 An ‘integrated taught award’ means that a PGR is required to enrol on a taught programme (eg a Postgraduate Certificate or Diploma) alongside their PGR programme for training purposes. A PGR who successfully completes the taught programme and the PGR programme receives an integrated award. A PGR who successfully completes just the taught programme will receive the taught award as an exit award. PGRs who fail to complete the taught programme may be able to transfer to another (non-integrated) PGR programme.

1.21 An ‘exit taught award’ is conferred when PGRs who have successfully completed sufficient credit-bearing modules, taken for training purposes, to be eligible for a taught award (eg a Postgraduate Certificate) withdraw, have their enrolment terminated or are not awarded a PGR degree on final examination. PGRs only receive an exit taught award if they do not receive a PGR degree.

1.22 Integrated/exit taught awards for PGRs must align with the institutional frameworks for programme design and be presented on the standard new programme documentation for taught awards. Modules contributing to additional/exit taught awards should be on the module catalogue. The standard taught programme design and assessment rules apply to additional/exit taught awards and such programmes must be overseen by an external examiner in line with standard procedures for taught programmes.

1.23 Integrated/exit taught awards should follow the standard approval procedure for new taught programmes. Once a programme has received planning and FLTG approval, PPPC should approve the incorporation of the programme into a named PGR programme as an integrated/exist taught award. Modifications to integrated taught/exit taught awards for PGRs should be approved by the relevant Associate Dean for Learning and Teaching, and then the Dean of YGRS. 

Four-year and 3.5 year PhD programmes

1.24 Departments can propose four-year and 3.5 year PhD programmes (and part-time equivalents), in addition to their existing three-year PhD programme(s). PGRs may be admitted to a four-year or 3.5 year PhD programme only if the programme has the necessary approval. The University recognises two distinct types of four-year PhD programmes: (i) four-year PhD programmes and (ii) Integrated PhD programmes. 

1.25 Four-year and 3.5 year PhD programmes are normally developed in response to the requirements of research councils and other funding bodies. The longer duration may recognise the time that PGRs are required to spend on additional activities (i.e. those not primarily directed towards research or thesis preparation) and/or reflect the funder's desire that PGRs should submit within the funded period (whilst recognising that this may not be possible within a three-year period). Four-year and 3.5 year PhD programmes are similar to the University's standard three-year PhD programmes but with a different normal and minimum period of enrolment (see section 7). Four-year and 3.5 year PhD programmes do not normally have a continuation year (see section 7).

1.26 Integrated PhD programmes are often developed in response to particular departmental needs, namely to facilitate the admission of those who meet the University's minimum PhD admission requirements and demonstrate the potential to undertake a PhD but whose educational background means they are unsuited to a three-year PhD programme (eg they are moving between disciplines or their Master's programme did not provide the right academic preparation for PhD work). Integrated PhD programmes have their own policy framework (see Appendix 7). 

Policy sections

1. Introduction

2. The criteria for the award of PGR degrees

3. The research environment

4. Selection, admission and induction of PGRs

5. Supervision

6. Responsibilities of PGRs and supervisors

7. Periods of enrolment, changes to PGRs' status and personal circumstances (including illness), working hours and holidays

8. Progress and review arrangements

9. Development of research and other skills

10. Evaluation of PGR programmes

11. Responsible research and academic integrity

12. Assessment

13. Dissemination of research results, intellectual property rights and responsibilities

14. PGR complaints and appeals

15. Research away from York (excluding PGRs on distance learning PGR programmes)

16. Arrangements for non-York PGRs

Appendices