Information for supervisors : Your supervision : Research Student Administration Office : ��Ƶ

Information for supervisors

This page outlines key information and guidance to support the supervisors of postgraduate researchers (PGRs) in their role. Colleagues are encouraged to familiarise themselves with the Policy on Research Degrees (links in sections below, or accessible via the Regulations and policies page in the menu to the left of this page).

Admitting new PGRs

Section 3 of the Policy on Research Degrees covers the selection and admission of PGRs. Admission to all research degrees is overseen by the Admissions Office. To be considered for admission, an application must be made via the University’s online application portal PG Apply.

PGRs pursuing a research degree at another institution may come to ��Ƶ as a Visiting PGR without graduating with a ��Ƶ qualification. Further information about Visiting PGRs can be found on the Admissions pages. See also section 17 of the Policy on Research Degrees.

Entry requirements

Applicants will need to choose a course from the prospectus and meet the entry requirements. Anyone whose first language is not English will need to meet the English language requirements for their chosen degree, as stated on the relevant degree admissions page. Applicants are normally required to submit a research proposal or statement and guidelines for what each School requires are set out here: /study/phd/apply/tips-research-degrees/research-proposal.

Entry points

Applicants can normally choose from three entry points, September, January and April, and available entry points are stated on the relevant degree admissions page. In exceptional cases applicants may be admitted outside of the standard entry points, for example where a funder requires a specific start date. Requests for non-standard dates must be approved by Student Data and Records.

Timing

Applicants are encouraged to make their application as early as possible. Recommended deadlines for applications are one month before start date (Home/EU applicants) and three months before start date (international applicants). Applicants who are applying for funding will often require an offer letter before they can be considered for funding. Many external and internal funding deadlines are in January and February so applicants will need to have applied for their chosen research degree in good time.

Tuition fees

Tuition fees are listed for each course in the prospectus and on the relevant degree admissions page.

Considering applications

Anyone involved in making admissions decisions should familiarise themselves with section 3 of the Policy on Research Degrees.

Once the application has been submitted it is the responsibility of the relevant School (usually the Research and Enterprise Co-ordinator) to send the application to relevant convenors/selectors for a decision.

As per the Policy on Research Degrees, and before an offer of a place, all applicants should be interviewed, even when they are known to the prospective supervisor. This may either be in person or, where this is not practicable, by videoconferencing. The purpose of the interview is to allow the School to take a view on the broad viability of the project as well as the credibility of the potential PGR. The interview will normally involve the prospective supervisor and at least one additional academic colleague (e.g. the Director for PGRs or their nominee).all applicants must be interviewed.

Additional guidance on conducting interviews is available in this document: Guidance on the selection of PGR applicants [PDF 151.15KB]

Offers

An offer letter will not be produced until the names of two supervisors have been provided by the School. Please see section 4 of the Policy on Research Degrees for information on eligibility to supervise and the appointment of supervisors.

If an offer recommendation is made Admissions will issue the offer letter, and for those who require a Student Visa, a Confirmation of Acceptance for Studies (CAS).

Supervision

Section 4 of the Policy on Research Degrees covers supervision, including the appointment and training of supervisors, the expectations around supervisory meetings, and supervisory issues. Section 5 of the Policy on Research Degrees lays out the respective responsibilities of PGRs and their supervisors.

Supervisory arrangements

It is recognised that different models of supervision will be in place across and within Schools. Whatever arrangements are in place, however, Schools must ensure that the following requirements are met:

Each PGR should have at least two supervisors, employed by the ��Ƶ, appointed by the Director for PGRs in the relevant School: a main supervisor (normally at least 50%) and an additional supervisor. Where appropriate, further supervisors may be appointed to the supervisory team.
The main supervisor is the primary point of contact both for the PGR and for administrative purposes. The additional supervisor(s) will provide advice and support when the main supervisor is not available. The supervisory team should be identified at the point of admission.
All members of the supervisory team must have a doctoral degree (or equivalent research experience) and at least one supervisor should be actively engaged in research in an area relevant to the proposed PGR project.
The main supervisor:
- must be a member of the University’s staff on a permanent contract or a fixed-term contract that extends beyond the expected completion date of the PGR’s research degree.
- will normally be on a minimum of grade 7 (lecturer equivalent). Where exceptions are considered, it is the responsibility of the Director for PGRs to ensure that the appointment is appropriate.
- will normally have supervised at least one PGR to successful completion at the relevant level; however, where the supervisory team includes an appropriately experienced supervisor, a new supervisor may act as a main supervisor with the experienced supervisor maintaining oversight of progress of the supervision and providing mentoring as appropriate.

External supervisors

An external supervisor may be appointed in addition to the ��Ƶ-based supervisory team, to provide pre-agreed levels of supervisory support, when:

the PGR’s research degree involves an inter-institutional collaboration agreement where cosupervision is an expectation of the terms of the arrangement;
specialist expertise or practitioner guidance is required that is not currently available within the University (e.g. a supervisor based with an industry partner); or
a ��Ƶ supervisor leaves the University and the PGR does not wish to transfer institutions and has progressed so substantially in their research that altering the supervision arrangements would be detrimental to the outcome.

The appointment of an external supervisor is approved by the Chair of the PGR Sub-Committee, following the submission of the appropriate documentation by the School to Student Data and Records. Where appointed, an external supervisor cannot act as the main supervisor.

Supervisory load

The maximum recommended limit on the number of supervisees that a main supervisor has is six full-time equivalent PGRs. However, the maximum limit may vary between disciplines and according to factors such as a supervisor’s experience and other duties and the stage and mode of registration of the PGRs. Each School should therefore have a stated normal maximum which will only be exceeded in exceptional circumstances, and with the agreement of the Director for PGRs.

Frequency of supervision

From the commencement of registration to the submission of the thesis, formal supervision meetings must be held throughout the year, and take place at least once a month for full-time PGRs, and once every two months for part-time PGRs; this applies to all PGRs, including Visiting PGRs. Schools may have additional requirements, in which case these should be detailed in the School's PGR handbook (or equivalent resource).

Supervision requirements post-submission are detailed in section 4 of the Policy on Research Degrees.

In all cases, the content and dates of formal supervision meetings must be recorded on ��Ƶ Direct by the PGR, and confirmed by the Supervisor.

Expectations and review of supervision

As well as agreeing the schedule and frequency of meetings, the initial supervisory meeting(s) should also include:

a discussion regarding the respective responsibilities and expectations of you and the PGR. The Supervision Expectations Questionnaire [DOCX 34.29KB] can be used to support this conversation. The form should be completed separately by you and the PGR, and then you should discuss your respective responses in an early supervision meeting.
establishing boundaries around availability and communication.

PGRs and supervisors are required to engage, at a mid-point each year, in a discussion to reflect on supervision, with the aim of improving the quality and efficiency of future supervision. A record of this discussion must be made online via ��Ƶ Direct. It may be useful to return to the expectations questionnaire (see above) during this discussion.

Responsibilities of supervisors

The main supervisor (normally minimum weighting 50%) takes overall responsibility for the PGR's supervision, will be available on campus (e.g. office hours), will support the PGR through the Formal Progression Review process, and will oversee other progress monitoring and the appointment of examiners. Their responsibilities include:

beyond the introductions made via School induction, and as appropriate, introducing the PGR to the School, its facilities and procedures, and to other PGRs and staff
maintaining regular contact with the PGR in accordance with the Policy on Research Degrees and the Attendance, Engagement and Absence Policy (see Regulations and policies)
discussing the Researcher Development Framework with the PGR and complete a Training Needs Analysis within 3 months of registration
agreeing a schedule of regular meetings with the PGR in accordance with School policy, consider the expectations of supervision with the supervisee, and establishing boundaries around availability
ensuring (a joint responsibility with the PGR) that appropriate ethical approval is obtained before research dependent upon ethical approval commences (or, where relevant, participants are recruited)
to approve the draft records of supervisory meetings via the appropriate ��Ƶ central system
to approve research plan (or School equivalent) produced by the PGR and ensure that it is passed on to the Director for PGRs; the plan must be approved by the supervisor and Director for PGRs (or their nominee). Schools will have specific requirements and timing but this must be completed at the latest by the end of six months (full-time) or twelve six months (part-time) registration
to complete an annual report on the PGR’s progress for consideration within the framework of the School and/or department’s Progression Review procedures, for consideration by the Director for PGRs
to request written work as appropriate, and return such work with constructive feedback and within reasonable time
to give detailed advice on the necessary completion of successive stages of work so that the thesis or equivalent may be submitted within the maximum period of registration
to ensure that the PGR is made aware of inadequate progress or standard of work in a timely way
if working in a potentially hazardous research environment, ensuring and monitoring that the PGR possesses adequate technical competence in any relevant research techniques, so that they present no undue risk to themselves, others, and/or University facilities
to identify prospective examiners
maintaining the necessary supervisory expertise
exercising sensitivity to the diverse needs of individual PGRs, including but not limited to international PGRs and those with a declared disability.

Responsibilities of PGRs

PGRs' responsibilities include:

maintaining regular contact with their main supervisor in accordance with the Policy on Research Degrees and the Attendance, Engagement and Absence Policy (see Regulations and policies)
discussing with their supervisor(s) the type of guidance and comment which will be most helpful, the expectations of supervision, and agreeing a schedule of meetings
preparing a research plan (or School equivalent) which must be approved by all their supervisors and their School's Director for PGRs; the School will state the specific requirements and timing but this must be completed at the latest by the end of six months (full-time) or twelve months (part-time) registration
keeping a record of supervisory meetings in ��Ƶ Direct, to be confirmed by their supervisors
under the guidance of their supervisory team, planning a research project which is achievable within their maximum period of registration, and maintaining progress in line with the plan
ensuring (a joint responsibility their main supervisor) that appropriate ethical approval is obtained before research dependent upon ethical approval commences (or, where relevant, participants are recruited)
maintaining the progress of work in accordance with the stages agreed with their main supervisor, including in particular the presentation of written material as required in sufficient time to allow for comments and discussion before proceeding to the next stage
taking the initiative in raising problems or difficulties (academic or personal) which are affecting progress
providing annually (biennially for part-time PGRs), the work required by the School and a brief formal report to the Director for PGRs as part of the Formal Progression Review process
deciding when to submit the thesis, taking due account of advice from their supervisor(s), and of School requirements regarding the length, format and organisation of the thesis
agreeing their development needs via a Training Needs Analysis with their main supervisor at the outset of the programme, reviewing these on an annual basis, and attending any relevant development opportunities identified
discussing the Researcher Development Framework with their main supervisor and completing a Training Needs Analysis within 3 months of registration
taking responsibility for their own personal and professional development
being familiar with institutional regulations and policies that affect them, including the regulations for their qualification
being aware of the University’s Code of Practice for Research and adhering to the requirements and observing the principles contained therein
being aware of the University’s Open Access policies and the copyright implications of publishing their thesis in the institutional repository
If they are working in a hazardous research environment, they must take the initiative to ensure that they are competent in any relevant research techniques to be used. If they are travelling to potentially unsafe areas for fieldwork, they need to complete the University's risk assessment process and obtain University insurance accordingly.

Responsibilities of Research Degree Convenors (or School equivalents)

Within Schools individuals are assigned responsibility for each research degree programme. These individuals are sometimes referred to as 'Research Degree Convenors', but the role may also fall to Heads of Department or other departmental officers. The responsibilities Research Degree Convenors (or School equivalents) include:

the selection and admission of PGRs, including making recommendations to the Director for PGRs about making offers of places;
the allocation of supervisor/s in accordance with the Policy on Research Degrees, and the recommendation for the appointment of supervisor/s to the Director for PGRs;
oversight of supervisory arrangements for PGRs in the department;
liaison with the Director for PGRs over any changes of supervisor;
organisation of departmental arrangements for Formal Progression Reviews.

The Director for PGRs has oversight of these departmental or School arrangements.

Getting started

PGR-facing information on what to expect in the first few weeks and months and registration can be found here. Below is a summary of the key milestones superviors needs to be aware of.

Induction

The ��Ƶ Researcher School (SRS) provides centralised induction events for PGRs, typically in October and February. PGRs are expected to attend the University induction relevant to their start date. See the SRS's Welcome pages for more information.

In addition to the central induction run by the SRS, Schools will provide a comprehensive, local induction programme for PGRs that includes School-specific information on supervisory arrangements, research and skills training, networking opportunities, facilities, good research conduct, and health and safety, including (where appropriate) health and safety while undertaking work away from the University (e.g. fieldwork and research visits). School should also provide PGRs with a handbook (or equivalent resource) for reference.

Information about what should be covered in the first supervisory meeting(s) is outlined in the Supervision section above.

Attendance

The expectations for PGR attendance and engagement are laid out in the Attendance, Engagement and Absence Policy (note that this links to a staff-facing page; the Policy also appears on the ). As a minimum, PGRs are expected to have a formal supervision meeting once a month if they are registered full-time, or every other month if they are registered part-time. These meetings must be recorded via ��Ƶ Direct, and the records approved by the supervisor. If the School has additional expectations over and above these minimum requirements, PGRs should be advised at School induction and/or in the School PGR Handbook (or equivalent resource).

The University recognises the importance of time off as a key feature of a healthy work/life balance. PGRs are strongly encouraged to plan ahead, and to use their entitlement of annual leave, which is 40 working days (including public holidays and minimum service days), per academic year (pro-rated for part-time PGRs). PGRs are responsible for requesting and recording their annual leave in line with the School’s procedure, including notifying their supervisor(s). Before taking annual leave, Student Visa holders must complete the holiday request application form (see also the PGR-facing page on attendance).

Further information about attendance requirements, including employment, fieldwork, and parental leave, is available on the PGR-facing page on attendance and on the . Staff-facing operational guidance on the Attendance, Engagement and Absence Policy is available here.

Research plan (or School equivalent)

Within their first six months for full-time PGRs, or first twelve months for part-time PGRs, PGRs must prepare a research plan (or School equivalent) which sets out the overall plan, objectives and timetable for their project. Schools should communicate the specific deadline for completion of the plan. A form to confirm the content and working title of the thesis and research plan must be submitted by PGRs and their main supervisors for approval by the Director for PGRs.

Ethical review

All PGRs whose research involves living subjects will require ethical approval. Depending on the focus and methodology, other research may also require ethical approval. The checklist Do I need ethics approval for my research? will help PGRs and their supervisors to determine whether ethical review is needed.

Where formal ethical approval from an internal ethics committee (and, where necessary, an external body) is needed, the main supervisor and the PGR are jointly responsible for securing this in accordance with the Code of Practice for Research before the research commences. For more information about the process, please refer to the Research Governance and Integrity pages.

Confirmation of ethical approval (where needed) is required for PGRs' Formal Progression Reviews and when they submit their thesis.

Data management plan

As per the University’s Research Data Management Policy, PGRs are expected to have an appropriate data management plan for their research. PGRs should have this in place by their first Formal Progression Review and they may wish to consider the data management for their project when drafting their research plan (see above). The data management plan should be updated as required and checked at subsequent Formal Progression Reviews (where applicable).

Training Needs Analysis

PGRs should complete a Training Needs Analysis with their supervisor at the start of each year of registration (or part-time equivalent) to help to identify areas for development and then target specific workshops and courses, such as those offered via SRS. The Training Needs Analysis should be considered during Formal Progression Reviews.

Formal Progression Reviews

Supervisors should familiarise themselves with Section 9 of the Policy on Research Degrees, which covers the Formal Progression Review Process in detail. An overview of the process is available on the PGR-facing pages.

Supervisor's report: As part of the Formal Progression Review process, both the PGR and their main supervisor will complete written reports. The supervisor's report will not be made available to the PGR, and vice versa. School's should provide additional information about School-level expectations for the timing and content of supervisor reports.

Sources of support for PGRs

Most of a PGR's day-to-day contact will be at the local level and provided via their School, department or interdisciplinary unit. The primary source of academic support will be via their supervisors. In addition, each department or interdisciplinary unit will have a person with overall responsibility for PGRs within that unit (see information about Research Degree Convenors above). There will be many areas, however, where final approval or authorisation is required by the Director for PGRs at School level.

Information on where to go for help has been developed for PGRs [New page pending]. This acknowledges that some PGRs may not feel confident raising issues with supervisors, and makes suggestions on the different ways to approach an issue, and outlets for help.

Support within Schools

It is expected that Schools will provide the following broad support to PGRs:

guidance on the resources and facilities available, and on general aspects of writing a thesis including, e.g. the presentation of research outlines
training in research techniques and, where appropriate, in the use of the necessary apparatus
training in skills related directly to PGRs' research and ensure that adequate guidance is given if a PGR becomes involved in teaching
ensure that PGRs make formal presentations of work-in-progress and are notified of opportunities to present papers at meetings
ensure that PGRs are provided with suitable guidance on preparation for their viva (e.g. by attendance at suitable lectures/seminars, participation in ‘mock vivas’ or reference to relevant written guidance materials)
make clear whom, within the School, PGRs should contact regarding any problems, including difficulties with a supervisor, and make clear that counselling and medical services are available

Depending on the issue, PGRs may also seek advice or support from School staff other than their supervisors:

Director for PGRs assists the Head of School in ensuring that the University’s and School’s strategic and operational plans for PGRs are achieved. They play an essential role in ensuring that the standards set for PGRs and supervision are maintained, and provide leadership in developing new initiatives and formulating policy on matters relevant to PGRs and researcher training. The Director for PGRs also usually oversees the admissions process for PGRs within the School, though Research Degree Convenors may also play a key role.
Director of Student Experience assists the Head of School in ensuring that the University’s and School’s strategic and operational plans for student support are achieved. They provide leadership in developing and contributing to policy determined at University level under the direction of the Pro-Vice-Chancellor (Teaching and Learning) and also by the School’s senior management team, in the areas of student support and the student experience.
Research Degree Convenors (or School equivalents) assist the Director for PGRs. They are responsible for the allocation of supervisor(s), oversight of supervisory arrangements for PGRs in the department or research centre, liaison with the Director for PGRs over any changes of supervisor, organisation of departmental arrangements for the Formal Progression Reviews and submission of a departmental report to the Director for PGRs on the outcome of reviews.
Research and Enterprise Co-ordinators are part of the School administrative team and responsible for local induction arrangements, maintaining records of PGRs and supervisory arrangements (including reporting on frequency of supervisory contact), assisting with the planning of Formal Progression Reviews and vivas, assisting with the administration of studentships, and processing PGR expenses.
The is co-run by the ��Ƶ and the ��Ƶ Students’ Union. Student Reps provide an essential link between Students, the Union and the University. PGR Reps are current PGRs elected by ��Ƶ students and Brighton and ��Ƶ Medical School students to represent the views and interests of PGRs in their subject. Reps find out about issues affecting PGRs. They may raise these informally with individual members of staff or more formally at department, School, and University level committees in order to effect positive change.There is a strong tie between PGR Reps and Student’s Union School Councillors, to ensure that important issues feed in to the decision making processes of the Students’ Union. A number of PGR Reps are elected to hold positions on University committees to raise issues at a higher level.

Centralised support

There are a range of support services which provide advice and help to students across the University. PGRs can be be formally referred to any of these services and supervisors should be aware of the range of support and advice offered in order to signpost PGRs to the appropriate unit:

Student Support Unit

The Student Support Unit is a team of specialist advisors who work with students who may need support at the University due to a long term condition, such as disability, learning difficulties or mental health problems.

Student Life Centre

The Student Life Centre offers information and advice to all ��Ƶ students. Their aim is to help students (including PGRs) to gain the best university experience they can, whatever their circumstances, by ensuring that if they encounter problems they receive appropriate guidance and support.

International Student Support

Coming to study in the UK is an exciting experience, with opportunities to broaden students’ academic, social and cultural horizons; we also recognise that it can be a time of anxiety, especially when students are making arrangements to leave home. The International Student Support team aims to offer a high level of support to ensure that study at ��Ƶ is as rewarding and problem-free as possible.

Careers and Employability Centre

The Careers and Employability Centre is part of Student Experience, and works within the University’s equality and diversity policy. The Centre runs training courses specifically for PGRs. For more information, see the .

Researcher Development Programme

The opportunity to acquire relevant skills, not just in order to successfully complete the thesis, but also to aid future career development, is now increasingly recognised as an important component of research degrees. At ��Ƶ, a programme of courses tailored to meet the skills training requirements of PGRs has been specially developed. In addition to courses designed to assist with completion of the thesis – e.g. on writing and planning a thesis, and on preparation for the viva – the programme also includes courses to support development of more general transferable and career management skills. At the start of their registration, PGRs should agree with their supervisor(s) their skills training requirements using a Training Needs Analysis; training needs should be reviewed at regular intervals, including during Formal Progression Reviews.

Academic Development workshops and one-to-one tutorials are available free of charge for students for whom English is a second or additional language. The workshops also offer guidance on academic referencing and plagiarism. The aim is to raise students’ awareness of academic practice, language and culture.

Fundamentals of Teaching and Learning in Higher Education module

Fundamentals of Teaching & Learning in Higher Education is the University’s training module for new, early-career and more experienced Higher Education teachers. Fundamentals of Teaching & Learning in Higher Education is a Master’s level module accredited by the Higher Education Academy (HEA), meaning successful completion of the module can lead to Associate Fellowship of the HEA. The module is open to all PGRs, whether they are currently teaching or not, although to benefit most from the module, it is helpful if PGRs have had time to settle into ��Ƶ and their own studies. Completing the module is a requirement for undertaking teaching at ��Ƶ, be it before or alongside teaching.

Full details of the module, including how to register and content covered can be found at /adqe/enhancement/devawardsrecognition/fundamentals/groups.

Supervisors and Directors for PGRs can also have access to the Canvas for Fundamentals in order to familiarise themselves with what PGRs are being offered. If you would like access or have any other queries, please contact Fundamentals@sussex.ac.uk

Registration changes

Section 7 of the Policy on Research Degrees covers registration changes in detail.

During a PGR's registration, they may request a change to their registration status in various ways, including moving between full- and part-time modes of registration, changing degree, taking an intermission, or requesting a period of fieldwork or an extension. In all cases, the main supervisor will be asked to complete the relevant section on the form and make a recommendation to the Director for PGRs.

A PGR's visa or funding circumstances may limit the feasibility of any amendments to their registration. PGRs sponsored on a Student Visa should be directed to the . If the PGR is funded, the associated terms and conditions or funding agreement should be consulted.

Intermission

If a PGR needs to take a break from their research (e.g. due to medical or personal circumstances), they should apply for an intermission (sometimes referred to as 'temporary withdrawal'). If approved, this will give them an authorised break from their registration, and their maximum date of registration (i.e. their submission deadline) will be updated.

Intermissions are taken in period of whole months, commencing on the first date of month, and are normally capped at a total of two years for full-time PGRs, and four years for part-time PGRs*. Intermissions are not permitted in the first month of registration, and will not normally be considered in the final three months of a PGR's registration (during which an application for an extension is likely to be more appropriate - see below).

During an intermission PGRs are required to take a break from their research, and access to University resources will be limited. Their fees will be suspended for the duration of their intermission.

PGRs sponsored on a Student Visa should refer to the regarding intermision before making an application. If they take an intermission, ��Ƶ will cease to be their sponsor and they must return to their home country and apply for a new CAS and a new visa when they're ready to resume their research.

*Intermissions on the basis of parental leave will not be counted towards this cap.

Authorised absence (Student Visa PGRs, only)

If a PGR sponsored by the University takes an intermission, ��Ƶ will cease to be their sponsor and they must return to their home country and apply for a new CAS and a new visa when they're ready to resume their research. An Authorised Absence (detailed on ), may be a suitable alternative because this does not effect the PGR's visa status. However, please note that authorised absences are time-limited and will not suspend the PGR's registration or fee liability, nor change their maximum date of registration (i.e. submission deadline).

Mode transfers

A PGR can apply to change between full- and part-time (in either direction) if their circumstances change (e.g. for personal or employment reasons). If a medical or health condition arises, it may be more appropriate to take an intermission (see above), unless their health issue indicates that a different rate of study is more suitable.

If a PGR changes between full- and part-time (in either direction), their maximum date of registration will be re-calculated. However, only one change between full-and part-time study will be considered, and changes during the last six months of their registration are not permitted. If there is a difference between their funding and University end-date, they may need to apply for an extension of registration.

The University does not allow PGRs who hold a Student Visa to transfer to part-time status. Part-time study may be permitted on some other visa types but they should discuss the implications with an before making any change to their visa status. Information can also be found on the .

Degree transfers

PGRs may request a change of degree, where their preferred alternative is available, and provided that the transfer takes place before they have given notice of intention to submit their thesis (and subject to other factors - see below). They will be required to submit a coherent and realistic plan for the completion and submission of their thesis within the required period of registration as part of the approval process.

In all cases, PGRs sponsored by the University on a Student Visa should consult the UKVI Compliance team (researchstudentvisas@sussex.ac.uk) before making any changes to their registration. Some changes will require them to make a new visa application before the course change, and, in some cases, this may require the them to leave the country and apply for a new visa from overseas. Where the programme of study is subject to ATAS requirements, they may also need to apply for a new Academic Technology Approval Scheme (ATAS) certificate.

Transferring to a different degree at the same level

If a PGR wants to transfer to a different research degree at the same level as their original registration (i.e. from one PhD to another), they should speak to their main supervisor in the first instance. If they decide to proceed with a transfer, they should complete the application form, which is available on the Forms and letter requests page, and submit it via their School for consideration.

Transferring from an MPhil to a PhD

If a PGR wishes to transfer from an MPhil to a PhD (whether in the same discipline or including a change in discipline), the decision will normally be considered as part of a Formal Progression Review. In any case, the decision will lie with the Director(s) for PGRs in the relevant School(s), with input from the relevant Research Degree Convenors.

If their request to transfer from MPhil to PhD is not approved, and they consider that the decision was based on inadequate evidence or taken in an improper manner, PGRs have the right to appeal against that decision in writing within 21 days of notification of the decision.

Transferring from a PhD to an MPhil

If a PGR wishes to transfer from a PhD to an MPhil* (whether in the same discipline or including a change in discipline), they should speak to their main supervisor in the first instance. If they decide to proceed with a transfer, they should complete the application form, which is available on the Forms and letter requests page, and submit it via their School for consideration.

*This refers to a decision a PGR makes outside the Formal Progression Review process; a possible outcome of the Formal Progression Review process is that they are transferred to a lower degree ('downgrade').

Pre-submission (sometime referred to as 'writing up')

PGRs can apply to transfer to pre-submission status (sometimes referred to as ‘writing up status’) if they have completed their research work and collected all their data. During pre-submission, a reduced tuition fee is payable.

The PGR's supervisor must approve a well-worked first draft of the thesis as well as a detailed timeline and plan to submission before they are eligible to transfer to pre-submission status; PGRs should discuss their progress with their supervisor before completing the application form.

Pre-submission status does not automatically occur; an application to transfer to presubmission status must be made. This is particularly important to note for PGRs with funding of three years or less: after their funding ends, if an application for pre-submission status has not been made, standard fees will be charged.

During pre-submission PGRs continue to be entitled to supervision as per the Policy on Research Degrees, or (where requirements are higher) as otherwise determined by their School. They will continue to receive the same level of use of the Library and Computing Service up to their maximum date of registration (i.e. submission deadline). They will not be entitled to: use of work-rooms, laboratories or similar facilities; University accommodation; membership of, or election to, University Committees.

Extensions to registration

PGRs may request an extension to their maximum period of registration (i.e. their submission deadline) where their progress has been hampered by exceptional medical or personal or, in the case of part-time PGRs, exceptional employment reasons. The magnitude of the research task, or failure on the part of the PGR to perceive or act upon the magnitude of the research task, is not a sufficient reason for an extension, nor is the need, in itself, to take employment.

Extensions will not normally be considered until the final three months of registration. PGRs can apply for an extension of three, six, nine or twelve months. Extensions are normally capped at a total of two years for full-time PGRs, and four years for part-time PGRs*. In addition to the relevant tuition fee, an extension fee of £125 is payable the first time an extension is granted; this fee is not charged for any subsequent extensions.

*Extensions on the basis of parental leave will not be counted towards this cap.

If an extension request is not approved, the PGR will be required to submit by their current maximum date of registration. Failure to do so will result in failure of their research degree.

Further information about applying for an extension is available on the PGR-facing page.

Submission and examination

Supervisors should be familiar with the University's requirements around the presentation, submission, and examination of a PGR's thesis. Section 12 of the Policy on Research Degrees covers the examination process in detail.

The requirements for the presentation and submission of the thesis, including the notification of intention to submit process, are detailed on the PGR-facing page.

Appointment of examiners

Examiners are formally appointed by the Research Degrees Progression and Award Board (RDPAB), acting on behalf of Senate. Unless a PGR is or has been a member of academic staff (grade 7 or above), at least one internal and one external examiner will be appointed. Additional examiners may be appointed where appropriate, for example where the topic of the thesis is such that it cannot be adequately covered by a single internal or external examiner. Where three examiners are appointed, normally two will be external.

The viva date should not be set until the appointment of the examiners has been confirmed.

Eligibility

All examiners must:

not have played a role in the supervision of the PGR under examination
possess a research degree or equivalent experience, have appropriate levels of expertise in the relevant research area, and be able to demonstrate that they are research active
be impartial and not have any known conflict of interest which might impinge on their role; potential conflicts of interest must be considered and declared at the point of nomination

At least one of the examiners should have experience in research degree examination. If the proposed internal examiner has not conducted a research degree examination at the ��Ƶ, they should be briefed on the conduct of the viva and the University’s examination procedures by a member of faculty, experienced in research examination at ��Ƶ, and who has not played a role in supervising the PGR.

Internal examiners will normally be members of the University’s Education and Research staff, other than the PGR’s supervisor(s). RDPAB has the authority to decide who qualifies as an internal examiner.

External examiners will normally be members of the academic staff of another higher education institution in the United Kingdom, or be of comparable academic or professional standing. The Policy on Research Degrees details the maximum number of times an external examiner may be used in a given period, and when former staff or students may be appointed to the role of external examiner.

Additional guidance on the appointment of examiners is available in the following document: Guidance on the Appointment of Examiners [PDF 149.84KB]

Independent Chairs

The University reserves the right to require an independent chair in certain cases (e.g. where there are two external examiners, or an academic appeal is upheld and a re-examination takes place with the same examiners). Where appointed, the independent chair must be a member of current academic staff, normally in the relevant School (although not necessarily an expert on the subject of the thesis) other than the PGR’s supervisor(s). The role of the chair is to ensure that the examination is conducted according to the University’s regulations and policies.

Contact with the PGR

Once the examiners have been formally appointed and the internal examiner has advised the PGR of the viva date, no further contact between the examiners and the PGR is permitted, as this may invalidate the examination. Instead, contact must be via the Examinations and Assessment team (researchexams@sussex.ac.uk) or the supervisor.

Organisation of and preparation for the viva

The viva allows the examiners the opportunity to explore and to satisfy themselves that: the PGR's thesis represents a substantial original contribution to knowledge or understanding (for PhD candidates), or a represents a recognisable original contribution to knowledge or understanding (for MPhil candidates); that there is evidence of training in, and the application of, appropriate research methods; that the work is the PGR's own (or, if done in collaboration, that their share in the research is adequate); and that the mode of presentation is satisfactory. The viva also allows the PGR the opportunity to respond to any shortcomings identified by the examiners.

In accordance with UK norms, vivas at ��Ƶ are 'closed'; with only the PGR and their examiners present. At the PGR's request, and with the consent of the examiners, the supervisor or another member of academic or professional support staff approved by the School's Director for PGRs may be present at the viva as a silent observer. In some circumstances, an Independent Chair may be appointed to oversee the examination process (see above).

Timing and attendance

The viva should normally be held within three months of the submission of the PGR's thesis. The internal examiner is responsible for making the arrangements, including agreeing a mutually convenient time for all parties. If a PGR does not engage in this correspondence, or does not attend at the agreed time without good reason, they will not have fulfilled the requirements of the award, and they will therefore automatically fail their degree. If circumstances arise which mean that a PGR cannot attend their viva, they should inform their internal examiner and the Examinations and Assessment team (researchexams@sussex.ac.uk) as soon as possible.

The viva may be conducted remotely via video-conferencing. These arrangements must be approved in advance: the Examinations and Assessment team (researchexams@sussex.ac.uk) can provide advice. Appendix 3 of the Policy on Research Degrees also lays out the Policy on Remote Viva Voce Examinations.

Environment

Care should be taken to make the PGR feel at ease at the viva. The appropriateness and layout of the examination room should therefore be given careful thought (for example, the room should be separate and quiet, and consideration should be given to the positioning of the candidate in order that they may be put at ease), and provision should be made for short breaks/refreshments, etc, as required, particularly for longer vivas.

Preparation for the PGR

The main supervisor is the principal source of support in preparation for the viva, though input from others involved in a PGR's supervision is also encouraged. The School will also ensure that the PGR is offered support in preparation for their viva (e.g. participation in a suitable workshop, offer of a mock viva or reference to relevant written guidance materials). Centrally-run workshops on preparation for the viva are available to all PGRs. Details can be found on the Training and Development pages.

PGRs should bring a copy of their thesis to the viva. This may be annotated and/or they may bring associated notes. However, PGRs should not bring any other additional materials to the examination without the prior agreement of the examiners (e.g. to allow a PGR to demonstrate a computer simulation). No new research should be presented at the viva.

Examiners' independent reports

Before the viva is held, each examiner is asked to submit an independent report on the thesis, using the appropriate form (see the Information for examiners pages). The independent report should explain concisely the scope of the thesis, its merits and any shortcomings to be addressed in the viva, and it should be submitted within eight weeks to the Examinations and Assessment team, who will manage the exchange of reports; examiners must not confer on the writing of the independent reports.

Assessment criteria

In order to decide whether a PGR has met the required standard for the degree for which they are being examined, the examiners will be guided by the relevant qualification descriptors produced by the Quality Assurance Agency, which specify the standards and characteristics that are expected of those who are awarded Masters- or doctoral-level qualifications. See the information for examiners for further details.

Viva outcomes

Examiners may indicate to the PGR the provisional outcome of the viva and the extent of any necessary revisions to the thesis being recommended. However, such indications are not definitive and the final outcome will not be formally communicated to the PGR by the Examinations and Assessment team until the Joint Report has been reviewed by the Research Degrees Progression and Award Board (RDPAB) and, in the case of a recommendation for the award of a degree, ratified by Senate.

Outcomes following first (original) submission

If the examiners agree that the requirements for the relevant research degree have been satisfied they may recommend:

Unconditional Pass: that the degree should be awarded unconditionally. A very small number of minor typographical errors, which can be corrected immediately but do not require checking by the examiners, are permitted.
Pass with Minor Corrections: that the degree should be awarded subject to minor corrections to the thesis, to be completed within three months (for full-time PGRs) or six months (for part-time PGRs) of you receiving the list of corrections, to the satisfaction of the internal examiner. Minor corrections include spelling/typing errors, textual errors, reordering of material, correction of citations, and correction of figures, tables and diagrams, and the addition of a small number of paragraphs for clarification or qualification.
Pass with Major Corrections: that the degree should be awarded subject to major corrections to the thesis, to be completed within six months (for full-time PGRs) or 12 months (for part-time PGRs) of you receiving the list of corrections, to the satisfaction of the internal examiner. In addition to the types of minor correction noted above, major corrections may include more substantial addition of paragraphs, including the incorporation of some new material, reordering and restructuring of chapters, or some additional data analyses.

If the examiners agree that the requirements for the relevant research degree concerned have not yet been satisfied, they may recommend:

Revise and Resubmit: that you are permitted a period not exceeding 12 months (for full-time PGRs) or 24 months (for part-time PGRs) from the date on which you received notification of the revisions to be made, in which to thoroughly revise your thesis for resubmission, using the guidance set out in the examiners’ joint report. Fees will be payable for the additional year: /study/fees-funding/tuition-fees. You will normally be given only one opportunity to revise and resubmit your thesis.

Outcomes following a resubmission

If the examiners agree that the requirements for the relevant research degree have been satisfied they may recommend an Unconditional Pass, a Pass with Minor Corrections, or a Pass with Major Corrections as above.

If the examiners agree that the requirements for the relevant research degree have not been satisfied they may recommend:

(in the case of PhD candidates, only) that the degree of MPhil should be awarded with no corrections to the thesis;
(in the case of PhD candidates, only) that the degree of MPhil should be awarded subject to minor corrections to the thesis, to be completed within three months (for full-time PGRs) or six months (for part-time PGRs) of you receiving the list of corrections, to the satisfaction of the internal examiner;
(in the case of PhD candidates, only) that the degree of MPhil should be awarded subject to major corrections to the thesis, to be completed within six months (for full-time PGRs) or 12 months (for part-time PGRs) of you receiving the list of corrections, to the satisfaction of the internal examiner;
that no degree should be awarded.

Joint Report

It is the responsibility of the internal examiner to ensure that the examiners complete and submit the Joint Report form to the Examinations and Assessment team within two weeks of the viva. Where possible, the report should be completed on the day of the viva. The Joint Report should provide sufficient detail to permit the RDPAB to assess whether the basis for the examiners’ decision is sound and, where a corrections or revisions outcome is recommended, the required changes should be included in the report. If an examiner has marked a copy of the thesis (hard copy or digital) with typographical errors which should be corrected, the copy of the thesis may be given to the PGR candidate after the viva.

If the examiners wish to make additional suggestions which do not relate directly to the examination outcome (e.g. in relation to potential future publications), these must be listed separately from the Joint Report and will not form part of the corrections or revisions against which the PGR’s corrected/revised thesis will be subsequently assessed. Examiners may not require additional corrections or revisions following (re-)submission of the thesis.

Should any clarification be required about the required changes, the communication should take place via the main supervisor. The examiners must not have any direct communication with the PGR during any period permitted for corrections or revisions; specifically, they must not advise the PGR whether the extent of the changes made is likely to be satisfactory or not, or whether the PGR’s work is ready for re-examination.

The role of the Research Degrees Progression and Award Board (RDPAB)

In addition to formally appointing the examiners (see above), the RDPAB considers the recommendations made by examiners on the outcome of the viva. The RDPAB will then make a recommendation to Senate on the award of the degree, and the Examinations and Assessment team will communicate the result to the PGR and explain what they need to do next and by when.

Normally, RDPAB will consider the examiners' recommendation within two weeks of receipt of the Joint Report. If there is a disparity between the recommendation made by the examiners and the content of the examiners’ reports, RDPAB may seek clarification from the examiners on the basis for their recommendation.

Appeals and Complaints

An academic appeal is a challenge to, or request for reconsideration of, a decision by an academic body regarding progress, assessment and/or award. PGRs are therefore entitled, if they can evidence eligible grounds for appeal, to challenge the outcome of a Formal Progression Review or the viva. PGRs considering making an appeal should be directed to the Academic Appeal Regulations for information about the relevant deadlines (ten University working days following receipt of the outcome) and the permissable grounds for appeal. Further information is also available on the .

PGRs wishing to make a complaint about their experience at the University (e.g. concerning supervision, facilities, or the conduct of a member of University staff) should follow the process outlines on the . Wherever possible, complaints should be raised immediately with the member of staff or service responsible, with the aim of resolving the problem directly and informally.

In either case, PGRs can seek independent advice from the Students' Union. Advice about the process and the regulations is also available from Student Advice and Guidance service, via .

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