For more information please see http://www.ucd.ie/engscience/graduateschool/gradguide/index.htm

College of Life Sciences Graduate School

How to……………for Students

2010/11

For more information please see http://www.ucd.ie/engscience/graduateschool/gradguide/index.htm

Index

• How to Register……… • How to set mail­forwarding in UCD Connect • How to set up Scholarship • How to register for Taught module (Research Students Only)

• How to Prepare for DSP Meeting (PhD Students only) • How to use SIS web • How to complete a PhD Stage 1 Transfer • How to apply for an Extension of Thesis or Registration • How to Apply for Leave of Absence • How to submit a Research thesis • How to Withdraw

For more information please see http://www.ucd.ie/engscience/graduateschool/gradguide/index.htm

How to Register………

For the most up­to­date information on Graduate Registration and the dates on which online registration is available for programmes, see: http://www.ucd.ie/students/registration.html To register for your programme and modules, login to UCD Connect (accessed at http://www.ucd.ie) UCD Connect Log In – Username = Student Number – Password = date of birth in ddmmyy format. Click on the My Records tab and enter the SIS Student Information System. Graduate Registration for programmes and modules is normally undertaken via two steps:

Step 1 – Personal Information Confirm personal details Complete online survey Apply for Accommodation (optional) Pay Fees (if you are in receipt of a scholarship please speak to your supervisor to ensure fees are to be paid directly from the funding scholarship.) Summary

Step 2 – Module Registration (Graduate Taught Only*) Students are pre­registered to modules which are CORE to the programme Students must choose modules from the list of OPTIONS to register for the requisite number of credits for the programme (students registered for modules for the full year) Graduate Research students who wish to register to modules should complete the module registration form (Available on the Graduate School website) and return it to the Graduate School.

* For information on Graduate Research student registration to taught modules, please see section headed ‘How to register for Taught modules (Research Students Only)

* NB once you have completed all relevant sections and payments, we would recommend that you look at the Summary screen, which will advise you if your registration is incomplete in anyway.

For more information please see http://www.ucd.ie/engscience/graduateschool/gradguide/index.htm

How to set mail­forwarding in UCD Connect:

This is to ensure that students receive all relevant UCD emails. UCD only email ucd emails, no personal addresses.

You can set a forwarding address for your UCD email through UCD Connect. This will forward copies of any new emails to the address you specify. The emails will still be accessible through your UCD Connect account.

• Open your UCD Connect email • Click on ‘Options’ • Click on ‘Settings’ • Enter the email address you want your messages forwarded to • Click ‘Save Changes’ – You MUST click this for the forwarding to be

enabled.

For more information please see http://www.ucd.ie/engscience/graduateschool/gradguide/index.htm

How to use SIS web

Banner SIS (Student Information System) is used for a number of things including registering, paying fees, changing personal details and exam results.

• To log in, go to www.ucd.ie and click on link on right hand side of page, using your login details

• To change any personal information (such as address, email etc), use tab ‘Personal Information’

• To pay fees, use Information for Students tab and Programme Fee Account & Pay Fees

• You can view your Fees summary through your SIS – this is important as you must ensure your fees are paid up to date, especially when submitting your Thesis.

• To view your exam results, use Information for Students tab and click on Student Records

For more information please see http://www.ucd.ie/engscience/graduateschool/gradguide/index.htm

How to set up Scholarship/Payroll:

If you are on a scholarship a number of forms will need to be submitted to the Grants office in order for you to be set up on the Payroll. Please note that the relevant forms must be submitted by the 24 th of the month for you to be included in the following month’s payroll. Please note that you must be a fully registered student in order to submit these forms and to receive scholarship/payroll payments.

These forms, with the exception of the Internal Transfer form, will only need to be submitted at the beginning of the scholarship. Should the scholarship details change, or if the Academic fees increase these forms may need to be resubmitted to reflect the changes.

The relevant forms are available to download from the Grants website at: http://www.ucd.ie/registry/adminservices/fees/forms.htm

The below forms should be completed and sent to relevant area ASAP

Your supervisor will need to complete and return the following forms: ­ Scholarship Set up Form: (Please note this is to be signed by your supervisor,

who will also complete details relating to Research Account and Cost Centre Code).

­ Payroll Set up Form: you will need an Irish Bank Account into which your scholarship can be paid on a monthly basis.

­ Revenue Commissioners form: please ensure you read the instructions accompanying this form; any mistakes will have to be amended by the student as the Revenue Commissioner will not accept amendments from anyone other than the applicant.

­ Internal Transfer form: this will arrange payment of your fees directly from your scholarship. This form needs to be submitted to the Fees office on an annual basis.

For more information please see http://www.ucd.ie/engscience/graduateschool/gradguide/index.htm

How to register for Taught module (Research Students Only)

• All research students (both PhD and Masters) can take a certain number of taught modules based on the length of your programme. The aim of these taught modules are to facilitate research as well as to provide you with important transferable skills enhancing your career development.

• Your School or Programme may recommend or require courses. Unless your School or programme stipulates specific courses, you may choose from the full range of modules available throughout the University in consultation and agreement with your Principal Supervisor. (Students undertaking Thematic Programmes should consult with the Programme Co­ordinator/administrator for specific modules that may be mandatory)

• To register for modules, you must complete the form below after agreement with the module co­ordinator and your supervisor and send this to the Graduate School (or School office ­ for students who are on a Thematic PhD programme or Elaine Quinn for Conway Modules) who will register you for your choosen modules. Being fully registered to a module means that you must attend classes, complete assignment and assessment and you will earn credits for this which will be shown on your final transcript. There is also the option to audit a module which would mean that you would not need to complete assignments or the assessment however you would not recieve credits for this.

• To see a full list of modules please see http://www.ucd.ie/students/course_search.htm When you have chosen your taught modules please complete Module Registration Form 20010/11 which is available from xxxx and forward it to the Graduate School (or School office ­ for students who are on a Thematic PhD programme or Elaine Quinn for Conway Modules)

*NB: Please note that once registered for a module, if for any reason you do not complete and have not officially withdrawn from this module within 6 weeks, the NG grade received will be entered onto your university record and will appear on your transcript. To withdraw from a module or change your status to AUDIT (students attend classes but do not participate in assignments or assessment and NO credits are awarded), please contact the Graduate School Office within 6 weeks of the commencement of the module. NO RETROSPECTIVE CHANGES CAN BE MADE

For more information please see http://www.ucd.ie/engscience/graduateschool/gradguide/index.htm

How to Prepare for DSP Meeting (PhD Students only)

The purpose of the Doctoral Studies Panel is to support and enhance the supervisor­ student relationship, to monitor the progress of the student through their doctoral studies, and to provide advice and support to the student and supervisor(s)

Recommended Best Practice:

Membership & Nomination • Members of DSPs will be nominated by the School or Thematic Programme

that the student is registered to. • Of the two nominated advisors

o At least one will have academic expertise relevant to the student’s research work

o At least one will have experience in supervising doctoral students to completion.

• The Chair of the DSP will be nominated by a process that is independent of the principal supervisor (usually by the School’s graduate committee or by the Thematic Programme’s co—coordinating group)

Meetings • Frequency:

o During Stage I of the student’s doctoral programme, the DSP shall meet within 3 months of the student starting their research project, at 6 months and at 6 monthly intervals thereafter until the student successfully proceeds to Stage II or exits the programme.

o Where the student successfully transfers to Stage II, the DSP will meet within 3 months of transfer and at least annually thereafter

• In supporting the supervisor­student relationship, monitoring progress and providing advice and support to the student and supervisor(s), the DSP will ensure that o the student knows what is required for Stage I to Stage II assessment (i.e.

required reports, presentations etc) and is familiar with the assessment criteria well in advance of the assessment

o where issues arise in relation to progress, that the student and principal supervisor are fully aware of the issues and have had an opportunity to address them before presenting for Stage I assessment

o The student is developing and maintaining their RPDP in consultation with their supervisor(s) and DSP members

o A report on each meeting of the DSP is agreed and signed by all members of the panel. Electronic copies are forwarded to the School / Thematic Programme administrator(s) and the signed hard copy retained by a nominated member of the DSP (usually either the principal supervisor or chair).

• RPDP reports will be the primary input for your Stage Transfer Assessment and will determine if you move from stage 1 to stage 2. . These reports should be submitted to the appropriate office within your School. For more information on this please see http://www.ucd.ie/t4cms/life.pdf

For more information please see http://www.ucd.ie/engscience/graduateschool/gradguide/index.htm

How to complete a PhD Stage 1 Transfer

• The transfer assessment will normally take place 12 months from the date of registration, and no later than 18 months from the date of registration for full­ time students and from 24 months to 36 months from the date of registration for part­time students.

• The Assessment Panel will comprise a minimum of three and a maximum of five members

• Panel members will be nominated by the relevant School’s Graduate Committee or by the Thematic Programme’s co—ordinating group

• The Principal Supervisor, and any Co­Supervisors, shall not normally be members of the Assessment Panel, but shall play a major role in the transfer assessment process through the submission of a written report containing a recommendation on the student’s progression from Stage 1 to Stage 2.

• The School Graduate Committee or Thematic Programme Co­ordinating group will ensure that the student, supervisor(s) and DSP members are notified of the requirements for Stage 1 to Stage 2 assessment within 6 months of the student starting their research programme. This notification will include

o information on the reports required by the Assessment Panel and whether or not a presentation will be required

o an indication of when the student’s assessment will take place (e.g. in October / April, in the period from x to y)

o an outline of the assessment criteria

• The School Graduate Committee or Thematic Programme Co­ordinating group will set dates for student assessments and inform the student, supervisor(s) and DSP members of the dates at least 3 months in advance of the assessment.

• Notice of the Assessment date will be accompanied by an indication of the date(s) on which

o The student’s written statement of progress and research plan o The principal supervisor’s written progress report o The 3­, 6­ and 12­month DSP meeting records

are to be forwarded to the School / Thematic Programme administrator for circulation to the Assessment Panel members. These dates must be set to so that the decision of the Assessment Panel can be conveyed to the student and supervisor within one month of the submission of the reports.

• Notice of the Assessment date will also be accompanied by an indication of o The Assessment criteria o The recommended format and length of student reports

For more information please see http://www.ucd.ie/engscience/graduateschool/gradguide/index.htm

o The recommended format of supervisor’s reports (to ensure that they are sufficiently informative to facilitate assessment)

o Information on additional requirements e.g. oral presentation (length), poster presentation etc.

• All assessments will include an Assessment Panel interview with the student

• The Assessment Panel will make one of the following recommendations to the College Graduate School Board using the appropriate template for PhD Stage 1 Transfer Assessment Recommendation:

­ that the student should progress to Stage 2 doctoral studies; ­ that the student should transfer to another graduate programme

utilising, where appropriate, the credits accumulated in Stage 1 of the Structured PhD;

­ that the student should graduate with a Graduate Certificate, Graduate Diploma or Masters degree; that the student’s registration be terminated and that the student be awarded a certificate of credit for any modules for which credit has been awarded;

For further information please see http://www.ucd.ie/registry/academicsecretariat/phd_stage1.doc

For more information please see http://www.ucd.ie/engscience/graduateschool/gradguide/index.htm

How to apply for an Extension of Thesis Submission or Extension of Registration

* NB – It is very important to apply for this prior to the start date of the extension. Only in exceptional circumstances will retrospective applications be considered

• Students should read the Policy on Leave of Absence, Extensions and Withdrawals Student Guide available to download from: http://www.ucd.ie/registry/academicsecretariat/loa_student_guide.pdf

• Students should complete the Extension forms available at the end of the guide and submit them to the School Office

• If the request is approved by the School it will be put forward to the Graduate School Board for approval

• Students will be notified by the School if their application has been approved by the Graduate School Board.

• Students approved for an extension of registration are required to register and pay fees.

For more information please see http://www.ucd.ie/engscience/graduateschool/gradguide/index.htm

How to apply for Leave of Absence

* NB – It is very important to apply for this prior to the start date of the extension. Only in exceptional circumstances will retrospective applications be considered

• Students should read the Policy on Leave of Absence, Extensions and Withdrawals. Student Guide available to download from: http://www.ucd.ie/registry/academicsecretariat/loa_student_guide.pdf

• Student should complete the leave of absence forms available at the end of the guide and submit them to the School along with any supporting documentation.

• If the request is approved by the School it will be put forward to the Graduate School Board for approval.

• Students will be notified by the School if their application has been approved by the Graduate School Board.

• It is the responsibility of the student to ensure that they are aware when their leave expires and to notify the School if they will not be able to return. Student records go live for registration automatically at the end of an approved period of leave of absence. Failure to register will result in the student record being deactivated.

For more information please see http://www.ucd.ie/engscience/graduateschool/gradguide/index.htm

How to submit a Research Thesis

* NB – Please check SISweb to ensure that your Registration is up­to­date prior to handing your thesis into the student desk as they will not be accepted if registration is not complete

• Information regarding the deadlines for submission of graduate research degree theses are available on http://www.ucd.ie/registry/adminservices/fees/thesis_submission.htm

• A candidate shall submit three copies of the thesis to the Student Desk, UCD Registry based on the number of members of the Examination Committee. The copies of the thesis shall be submitted for examination in softbound format. Before submission please ensure your fees are up to date by checking your Fees summary through your SIS web. The student desk will not accept a Thesis if the fees are not paid up to date.

• This must be accompanied by a completed Research Degree Examination Form, available on http://www.ucd.ie/registry/academicsecretariat/pol_grad_research_theses.pdf . The candidate must complete and sign this form to confirm that the research work is the candidate’s own work, and that the candidate has not obtained a degree in this University or elsewhere on the basis of the research presented in the thesis. This form must also be signed by the Principal Supervisor confirming that the research has been carried out, and the final draft of the thesis, as submitted, has been prepared for examination under their guidance. The Principal Supervisor must also confirm that the student has satisfied the requirements of the programme, including any taught modules as well as research activity.

• Once a properly registered and fees compliant candidate has submitted copies of the thesis for examination, they will continue to be registered as a student until such time that the examination has been completed and the award is sanctioned by the Academic Council Committee on Examinations. The registration status of candidates from the point at which the thesis is submitted shall be ‘For Assessment’ (FA). A candidate with a registration status of ‘For Assessment’ shall not be liable for tuition fees, but their student card shall be extended and they will have access to University facilities in order to prepare for the viva voce examination and to complete papers for publication, normally until the end of the term.

• Further information in relation to submission, including the research degree examination form and guidelines for the presentation of thesis, are available from the assessment webpage: http://www.ucd.ie/registry/assessment/student_info/graduatestudents.html

For more information please see http://www.ucd.ie/engscience/graduateschool/gradguide/index.htm

Please ensure that your supervisor has organised your examination committee and this has been approved by the Graduate School before submitting your Thesis

How to withdrawn from a programme

• Contact School Office and inform them of your decision

• Complete and sign the Notification of Withdrawal form and return to your School Office. The form is Appendix 4 available at: http://www.ucd.ie/registry/academicsecretariat/loa_student_guide.pdf

• Your student record will be updated to reflect this