Department of Chemistry Handbook for Postgraduate ......Departmental programme[s] 14 Programme aims 14 Research integrity 15 Research Integrity Tutorial 15 Research Data Management

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Department of ChemistryHandbook for Postgraduate

Research Students

September 2016

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Contents

Contents

Introduction 4

The purpose of this handbook

The Graduate Research School

University Policy on Research Degrees

Where to go for more information

Your department 5

Welcome to your department 5

Departmental office 6

Staff contacts 6

Communication in the department 6

Departmental facilities 8

Health, safety and security 9

Governance and committees 10

Student representation 11

Student evaluation and feedback 12

Accessibility and disability support 12

Equality and diversity 13

Student Support and Welfare 13

Your research degree 14

Departmental programme[s] 14

Programme aims 14

Research integrity 15

Research Integrity Tutorial 15

Research Data Management 16

Ethics 16

Academic misconduct 16

Academic progression 17

Your supervisor 17

Thesis Advisory Panel 18

Formal reviews of progress for PhD and MPhil students 19

Programme structure 22

Key milestones for your research degree 23

Researcher training and development 27

Becoming an Effective Researcher Tutorial 27

Research training modules/courses 27

Research Excellence Training Team (RETT) 29

Library Research Support Team 29

Research Computing 29

Departmental events for PGR students 30

Publication of research 31

Financial support for research 31

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Your thesis 32

Thesis content and style 32

Thesis submission 32

Continuation period 33

Thesis examination 33

Change of plan? 35

Leave of absence 35

Full-time/part-time 35

Change programmes 36

Extension 36

Withdrawal 37

Professional development and employability 37

Teaching/demonstrating opportunities 37

Public engagement 38

Careers/employability 38

Appeals and complaints 40

Disclaimer 41

Glossary 42

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Introduction

The purpose of this handbookThis handbook provides a comprehensive introduction to the Department of Chemistry and

information on all aspects of your studies and research. It is a reference guide to help you and

should be kept alongside the Graduate Research School handbook. The Graduate Research

School handbook can be downloaded at:

http://www.york.ac.uk/research/graduate-school/

The York Graduate Research School (YGRS)The York Graduate Research School exists to ensure research students receive the highest

quality supervision and training, and are treated consistently and fairly. The School coordinates

resources from across the University to help research students achieve successful outcomes.

The York Graduate Research School Board has oversight of all matters relating to research

students and leads the strategic development of this vitally important section of the University

community. The YGRS webpages http://www.york.ac.uk/research/graduate-school/ are the

main source of information for research students and research supervisors. The YGRS

newsletter provides additional updates. All registered research students should automatically

receive this.

University Policy on Research DegreesThe Policy on Research Degrees sets out University policy on research degree programmes for

research students, supervisors of research students, members of Thesis Advisory Panels and

Progression Panels, examiners of research degrees, and other University staff with

responsibility for research students. This document provides vital information for all those

concerned with research and it is recommended that all are familiar with it.

To read the University Policy on Research Degrees in full, visit:

https://www.york.ac.uk/research/graduate-school/support/policies-documents/research-degree-

policy

Where to go for more informationThe Graduate Research School handbook provides information on central services and support,

including accommodation, finance, living in York and further information on Careers, the Library,

and other University services.

http://www.york.ac.uk/research/graduate-school/

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Your department

Welcome to the Department of ChemistryAs one of the UK’s leading Chemistry Departments, we are internationally recognised for our

research and teaching. We offer a friendly and supportive academic community to enable staff

and students to thrive and achieve their full potential. Our postgraduate research students play

a fundamental role in this community.

Our objective is to undertake the highest quality fundamental and applied research. We have a

distinctive interdisciplinary structure founded on strong areas of core chemistry. Research in the

Department of Chemistry is thriving; for externally funded research grants starting 2012-2016 to

date Chemistry have been involved an average of £11.2 million per annum. Our postgraduate

students have an integral role in the department and are involved in a range of activities. In

addition to being valuable members of their research group, they can also be involved in a

number of additional activities including outreach, science communication and demonstrating in

our undergraduate teaching labs.

You are now a member of the Department of Chemistry, and specifically, the Chemistry

Graduate School. We hope that you quickly settle in to the department, and feel part of this

friendly community. Some of the first people that you may meet, apart from your supervisor and

research group, will be:

Dr Kirsty Penkman, Chair of the ChemistryGraduate School

Professor Duncan BruceHead of Department

Professor FredAnston, Deputy Chair

of ChemistryGraduate School

Dr Isabel Saez,Graduate Student

Support Officer

Dr Leonie Jones,Employability andDiversity Officer

Dr Glenn Hurst, GTATraining Officer

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Academic staff - may have the title Professor, Reader or Lecturer. They are leaders in their

fields and engaged in teaching and research. Most will supervise research students and some

also hold certain key administrative roles within the Department.

Research staff - members of staff employed to conduct research projects within their field of

expertise. They may not be involved in teaching or supervision, instead concentrating on their

research projects.

Support staff – making the department run smoothly. They communicate important information,

provide technical assistance and help signpost you to other services and support you might

need within the University.

Students – the student body of the department consists of around 600 undergraduate students,

and around 150 postgraduate. The majority of our postgraduate students are studying for a

PhD, with other following an MSc by Research or our taught MSc programme in Green

Chemistry and Sustainable Industrial Technology.

Departmental office - Chemistry Graduate OfficeYou may contact the Chemistry Graduate Office staff (Alice Duckett, Rachel Crooks and Sharon

Stewart) with any queries you may have about your research degree programme. They will

either be able to provide you with what you need or direct you to other relevant staff who will be

able to help. The Chemistry Graduate Office is C/A142 and you may contact them via email on

[email protected] or on telephone extensions 4544, 4077 or 3327.

Staff contactsA full list of staff can be found on our web page http://www.york.ac.uk/chemistry/contact but

here are some of the key people that you may come into contact with during your time at York:

Professor Duncan Bruce Head of DepartmentDr Kirsty Penkman Chair, Chemistry Graduate SchoolProfessor Fred Anston Deputy Chair, Chemistry Graduate SchoolDr Isabel Saez Graduate Student Support OfficerDr Leonie Jones Employability and Diversity OfficerProfessor Lucy CarpenterDr Martin Cockett

Deputy Head of Department, ResearchDeputy Head of Department

Dr Helen Coombs Departmental AdministratorDr Glenn Hurst GTA Training Officer

Communication in the departmentThe majority of communications around the department are done via email. It is therefore

extremely important that you check your York email account every day so as not to miss

important messages. You will automatically be issued with a University of York email account

when you enrol at the start of your course. If you have worked or studied at York previously,

you will be able to retain your email address. Should you have any enquiries about routine

graduate matters please do not hesitate to email [email protected] where the Graduate

Office staff will be happy to help you.

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Other sources of information include:

Chemistry Graduate web pages

Our web pages can be found at this link http://www.york.ac.uk/chemistry/internal/gradinfo/ and

cover a variety of information that will be useful to you throughout your research including:

Graduate Handbooks

Safety and Welfare

Training and Career Development

TAP and Progression

Graduate Teaching

Graduate School Board

Virtual Learning Environment (VLE)

You will already have had access to the Applicant Portal on our VLE providing information on

the department, and what to expect when you arrive. We also have a VLE site for our Chemistry

Postgraduate Training and Courses, providing further information, course material and access

to some undergraduate lectures. https://vle.york.ac.uk

Google Drive

The University email service for all staff and students is provided by Google Apps which means

you have access to Google Drive. Postgraduate timetables and the demonstrating timetables

are held on Google Drive and you will be given access to these documents so that you can

always view the most up to date version of the document.

Graduate Noticeboard & Posters

We have a graduate noticeboard in A-block where notices of events etc will be displayed.

Posters are also displayed around the Department to notify you of events and seminars taking

place.

Social Media

A number of academic staff and students use social media and you are encouraged to engage

with these activities, but are expected to ensure appropriate use of social media during your

time at York. For more information see

https://www.york.ac.uk/about/organisation/governance/governance-documents/ordinances-and-

regulations/regulation-7/

You can also follow @ChemistryatYork on Twitter

Mail

Pigeon holes/mail boxes are located in A-block reception. Post will be placed in the A-Z boxes

so please check this daily and remove any items addressed to you.

Outgoing mail, both internal and external should be placed in the appropriate trays near the

pigeon-holes. External mail requires a department stamp – please ask in the Chemistry

Graduate Office.

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Departmental facilitiesYou will be allocated a workspace by your supervisor within your research group. Your

supervisor and research group will advise you about the relevant research and social facilities in

your area.

Workshops

The Chemistry Department has a mechanical workshop, electronics workshop and a

glassblowing workshop, all located on the lower floor of A-block. The chief workshop technicians

are:

Mechanical Recruiting Sept 2016 – email: [email protected]

Glass Blowing Abigail Storey – [email protected]

Electronics Chris Rhodes – [email protected]

Stores (Purchasing Chemicals and other Consumables)

The University operates an electronic purchasing system, York E-Purchasing (YEP). In order to

purchase items you will need to set up a YEP account. You will be allocated a workorder to

which to charge your purchases. All items purchased via YEP will need to be approved by your

supervisor. Details about YEP can be found on the following web page:

https://www.york.ac.uk/admin/supplies/eprocurement/.

A catalogue of stock items on the can be found on the Stores counter and on the Chemistry

departmental web page at:

http://www.york.ac.uk/chemistry/internal/staffinfo/workchem/poundstore/stores

Orders are delivered to Chemistry Stores for you to collect. Stores staff are Steve Hau, Mike

Keogh and Teresa Spayne: stores should be contacted using [email protected]

IT Support

In the first instance IT support questions should be addressed directly to IT Services

([email protected] ext 3838) although onsite departmental support is available through

David Whitehead or Adrian Whitwood

Analytical services

The Chemistry Department provides a number of analytical services as indicated below along

with key contacts.

NMR Heather Fish – [email protected]

Mass Spectrometry Karl Heaton – [email protected]

CHN Analysis Graeme Mcallister – [email protected]

X-Ray (small molecule) Adrian Whitwood – [email protected]

X-Ray (protein) Johan Turkenburg – [email protected]

Chromatography Amanda Dixon – [email protected]

Research Technicians

Lab areas are supported by technicians as indicated below

A Block (lower) Jin Wang and Laurence Abbott (lasers only)

B Block (lower) Julia Walton

D Block (ground) Karl Heaton and Ed Bergstrom

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D Block (second) Graeme Mcallister

E Block (ground) Emma Dux

E Block (first) Naser Jasim and Charlotte Elkington

E Block (second) Iman Khazal

F Block (ground) Phil Helliwell and Helen Burrell

F Block (first) Paul Elliott

WACL Martyn Ward

CHyM Vicky Annis

Biology K (YSBL) Simon Grist, Juliet Borgia and Louise Haigh

Safety/Waste Disposal Jing Wood

Printing, Photocopying, Scanning and Faxing

The University operates multipurpose machines to for printing, photocopying, scanning and

faxing. These are operated by York Print Plus (YPP). Costs for printing for research students

are covered by your research group, who will show you which printers you have access to. You

should speak to your supervisor about photocopying. You will need your student card to use

the Departmental photocopiers. Thesis photocopying should be paid for personally unless other

arrangements are made with your supervisor(s). The YPP device in C/A115 (photocopier room)

can be used to send faxes. You will need to provide a work order to be charged for use of the

fax machine. The departmental fax number is 01904 322516.

Health, safety and security

Departmental Safety & Risk Assessment

You must not start practical work until you have talked to your supervisor about safety,

successfully completed the Departmental Safety Course and completed an on-line Risk

Assessment form. This Risk Assessment form is a Health and Safety regulation and there will

be no exceptions to this rule. The form must be completed each year. Please refer to the

Departmental Safety Handbook for more details:

http://www.york.ac.uk/chemistry/internal/hands/

Your Independent Panel Member acts as an additional safety adviser if your supervisor is away.

Your supervisor will also appoint an additional member of academic staff to advise you if they

will be away for a substantial period of time.

The Departmental Safety Officer is Dr Moray Stark who can be contacted with any queries:

[email protected]; room C/A126; Ext. 2537

Safety Course

An essential safety course is given during the Induction Programme. You are required to

undertake this course (or complete the relevant material online if you are a mid-year starter)

before carrying out any practical work or undertaking demonstrating duties in the undergraduate

teaching laboratory. The course is organised by the Departmental Safety Officer, Dr Moray

Stark and further details are provided in your Training and Courses Handbook. You will be

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required to sign an attendance sheet at each session. Successful completion will be granted by

the Safety Officer after he is satisfied that all safety requirements of the course have been met.

For information about the University’s health, safety and security information and policies, visit:

www.york.ac.uk/admin/hsas

If you have a change of circumstances during your research programme, for example you

become pregnant or fall ill, you should refer to the departmental polices and guidance to ensure

the necessary safety measures are in place.

Door Access Cards

You will use your student card to access external doors and internal corridor doors within the

Chemistry Department. There is a form in your Induction Pack about Departmental Access

which you should read carefully before signing and returning to the Chemistry Graduate Office.

Please note, that NO LAB WORK WHATSOEVER SHOULD BE CARRIED out until you have

completed a risk assessment and attended the Health and Safety training course. Prior to this,

you should only use your card to access office areas during normal working hours (Monday to

Friday 8.30 am to 6.00 pm). This is a Health and Safety regulation and there will be no

exceptions to this rule. Your risk assessment should be done as soon as possible, and no later

than a week after the Health and Safety training course. If you do not complete your risk

assessment by this date, your door access may be revoked. If you are having problems

completing your risk assessment (for instance, your supervisor is absent), contact the

Departmental Safety Advisor, Moray Stark ([email protected], ext 2537), as soon as

possible.

Your keycard will not allow you access to some areas that contain potentially hazardous

apparatus (X-ray equipment, lasers, NMRs, etc.). If you need access to such areas, you will

need to arrange appropriate specialist training and induction with your supervisor. Before you

use an instrument for the first time, you should obtain the permission of the member of staff or

technician responsible and ensure that you have been trained appropriately. Training sessions

will run for most instrumentation in the Autumn term but there may be some equipment for

which you will need to request specific training.

In addition, if you require them, you may be issued with a laboratory locker key and a clothes

locker key (you should check with the technician looking after your group, or with the block

technician, on the availability of these lockers).

Governance and committees

Graduate School Board (GSB)

The Graduate School Board is responsible for general policy matters relating to Chemistry

graduate students and meets once per term. All graduate students are invited to raise matters

to be considered by the GSB through their representatives. The academic staff group has

executive responsibility for matters relating to specific students (e.g. approval of examiners,

progress reviews, etc.). The Graduate School Board reports to the Board of Studies and further

details including minutes are available on our web page:

http://www.york.ac.uk/chemistry/internal/gradinfo/gradschool/

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The membership of the Graduate School Board is as follows:

Chair & Graduate Admissions Tutor Dr Kirsty Penkman

(Dr Richard Douthwaite in Autumn 2016)

Deputy Chair Professor Fred Anston

Graduate Office Manager Alice Duckett

Graduate Student Support Officer Dr Isabel Saez

Employability and Diversity Officer Dr Leonie Jones

MSc Green Chemistry staff representative Professor Michael North

Graduate Administrator Rachel Crooks

Postdoctoral representative To be confirmed

Graduate Student representatives 1 rep for each of the following: MSc Green

Chemistry, MSc by Research, Year 1, 2, 3, 4 PhD.

If none of these are from YSBL, an additional rep

from YSBL will be sought.

Student representationGraduate student reps are elected by their peers in their department to act as a two-way

mechanism of communication between the University and the student body they represent.

They convey the views and interests of students to the department and within the GSA

(Graduate Students Association). The nomination process will take place early in the Autumn

term.

Academic representation is a partnership between students, through the University of York

Students’ Union (YUSU) and the GSA, and the department. Together, we aim to ensure that

students play an essential role in monitoring, driving and developing the quality of the academic

experience here.

Postgraduate student reps are supported by the GSA, with dedicated support and training

throughout the year following the elections and initial training in the autumn term, which is

coordinated jointly with between the GSA and YUSU.

If you’d like to represent the views of your fellow students and have a say in how your course is

run, why not apply to be a course rep?

Visit: www.yorkgsa.org/site/academic/course-representatives.

Chemistry Graduate School Board – student representation

During the Autumn term, all postgraduate students will be contacted to ask if they would be

interested in being student reps on the Chemistry Graduate School Board. Student reps are

extremely valuable in helping us to gather feedback from all postgraduate students in order for

us to address any concerns and issues, and act on these to improve the overall experience for

all students where possible. A full list of representatives will be displayed on the Graduate

School noticeboard and on the graduate web pages once all appointments have been made.

You will also be notified by email.

• The student members of the Graduate School Board serve a one year term. This can be

renewed if the member wishes to continue for a further year.

• New members will be nominated each year.

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• You may nominate any graduate student. You may re-nominate an existing member,

providing they are willing and able to continue serving on the GSB.

• You may nominate yourself.

• You should have the consent of your nominee before submitting a nomination.

• If you have questions about the role of the representatives, please consult the current

members of the Board.

Graduate Students Representatives on Other Committees

One taught MSc student and one research student are appointed to the Chemistry Teaching

Committee and Board of Studies. Graduate representatives are invited to attend meetings of the

University’s Graduate Students Association (GSA).

Student evaluation and feedback

We take your views on your experience within the department and University very seriously.

This is an important part of the University’s programme of quality assurance and enhancement,

and in the appraisal of members of staff. As such, there are points during your degree where

you will be asked to give detailed feedback on your experiences as a student and researcher;

for example, a Review of Supervision is requested as part of each meeting of your Thesis

Advisory Panel. Your support of this process, by providing relevant and constructive feedback,

is critical in delivering the best possible research student journey, as well as in facilitating the

continued success of postgraduate research in York.

Accessibility and disability support

Disability Services can provide support, advice and guidance for those with a diagnosed

disability, including: dyslexia and other specific learning difficulties; Asperger’s syndrome; visual

and hearing impairments and physical/medical impairments amongst others. All students with

disabilities, including research students, are encouraged to contact Disability Services to

discuss meeting your individual needs.

Please let the department know as soon as possible if you have a disability and may require any

support. You can discuss this with your supervisor. Please note that even if you studied a

previous degree at York you will need to notify the department’s disabilities representative again

of any disability when you enrol for a research programme, as your support needs for the

research degree are likely to be different than those for your taught degree.

If you feel you have a health issue, or a disability that is affecting your work, there are a number

of sources of support available to you and we recommend you seek advice. If you suffer from a

health problem (e.g. an allergy that may be made worse by certain chemicals), it is important

that your supervisor is aware of this.

Professor Robin Perutz is the Departmental Disabilities Officer and can be contacted to discuss

any concerns you may have, and for advice on where to go for further support. He can be

contacted by email: [email protected] or by telephone on extension 2549

For further information, visit: www.york.ac.uk/students/support/disability

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Equality and diversity

The University of York values the diversity of its students and staff and is committed to the

creation of a positive environment which is fair, welcoming and inclusive, and where everyone is

treated with dignity and respect. For further information about the University’s equality and

diversity policies, visit: www.york.ac.uk/admin/eo

Chemical Interactions group

The department is keen to celebrate the diversity among all staff and students. Chemical

Interactions is a departmental social group that arranges events to bring together staff and

students from across the department. A number of events will take place throughout the year so

look out for posters. Previous events have included an international picnic, smartphone quiz and

a series of careers talks. For further information, or to get involved, please contact the group:

[email protected]

Students Support and Welfare

Research Student Mentors

You will have been assigned a Graduate Student Mentor who you will meet soon after your

arrival, if not before. The purpose of the mentoring scheme is to provide support for new

research students, help you to settle into the Department, to promote links across the

Department and to provide skills development for both mentor and mentee.

If you are new to York, your mentor will be able to show you around the Department, University

and city during your first few busy weeks on campus. Your mentor is not expected to deal with

any issues your supervisor should handle, but they should be able to point you in the right

direction and check that any serious matters are dealt with.

General support within the Department

If you need help and advice which you feel your supervisor cannot provide, there are several

people you can turn to:

your Independent Panel Member (IPM)

any representative on the Graduate School Board

the Graduate Student Support Officer (Dr Isabel Saez)

the Chair of the Graduate School (Dr Kirsty Penkman)

the Deputy Chair of the Graduate School (Professor Alfred Anston)

the Employability and Diversity Officer (Dr Leonie Jones)

Chemistry Graduate Admin staff (Alice Duckett, Rachel Crooks, Sharon Stewart)

your former supervisor if you carried out a previous degree at York

the Head of Department (Professor Duncan Bruce)

Concerns regarding supervision can be raised with your IPM at any time, in confidence if you

prefer. With your agreement your IPM will discuss issues with your supervisor and attempt to

resolve any problems. If issues remain unresolved, you should notify the Chair of the Graduate

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School (or Deputy Chair if your supervisor is the Chair) who will arrange to meet with you to

discuss the issues and arrange an appropriate course of action.

University Student Support and Welfare Services

The University's Student Support Network is designed to provide students with quick and easy

access to a variety of sources of help and advice on all aspects of life as a student. Each

college has a welfare team which includes the Provost and a College Dean who has special

responsibility for student welfare. If you are a full-time student you will automatically be a

member of a college and if you are a part-time student you can request this. You may approach

your college welfare team for help and advice whether or not you are resident in the college at

the time.

Central support services available to all students include:

• Student Support Services – including International Student Support

• Research Student Administration Team (RSAT)

• Graduate Students Association (GSA)

• Accommodation Service

• Counselling Service for Students (Open Door Team)

• Disability Services

• Student Support Hub

• Equality and Diversity Office

• Immigration Advisers

• Harassment Advisers

• Chaplaincy

Your research degree

Departmental programmesThe Department of Chemistry offers three research programmes: PhD, MPhil and MSc by

Research. Most of our students follow a PhD or MSc by Research.

PhD – this is a 3 year full time programme followed by up to one further year in which to write up

and submit your thesis for examination. A very small number of students may be on a 4 year

PhD programme (eg White Rose BBSRC DTP students) but most of our PhD students follow

the 3 year programme. Examination is via your thesis and a viva voce examination.

MPhil – this is a 2 year full time programme followed by up to one further year in which to write

up and submit your thesis for examination. Examination is via your thesis and a viva voce

examination

MSc by Research – this is a 1 year full time programme followed by 3 months to write up and

submit your thesis for examination. Examination is via your thesis. A viva voce examination is

not usually required, but examiners can request one if there are areas of your thesis that they

wish to discuss with you.

Programme aimsAt the end of your PhD programme, you will have completed a substantial piece of independent

and original research as well as gained a deeper understanding of the knowledge and

techniques within your subject area. At the end of your MSc by Research programme you will

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have enhanced your knowledge and understanding of your chosen research area and the

current problems and techniques in that field. In addition to enhanced research skills, all

research students will leave with enhanced transferable skills valued in a variety of careers.

Detailed descriptors of all research programmes can be found in section 2 of the Policy on

Research Degrees: https://www.york.ac.uk/media/research/grs/documents/policy-on-research-

degrees-2016.pdf

Research IntegrityResearchers have an obligation to the research community, to the funders of research and to

society as a whole to conduct their research to the highest standards across the full research

process, from planning and conducting research through to recording, reporting and applying

the findings. This is known as ‘research integrity’. The University’s expectations are set out

online, at www.york.ac.uk/staff/ research/governance/research-integrity-and-ethics. These are:

● Code of practice on research integrity.

● Code of practice and principles for good ethical governance. Research ethics form a

subset of research integrity, focusing on the avoidance of harm within the conduct of

research. This Code sets out the University’s framework of ethical principles and

University requirements for formally reviewing and approving research which raises

ethical considerations. It includes a ‘Checklist of areas where ethical considerations are

likely to arise’.

It is important that you read these documents and ensure that you have a clear understanding

of the standards and practices expected of you. You are advised to talk through the implications

with your supervisor. Key elements include:

● ensuring that your research data and supporting records are accurate, complete and

retrievable, and stored securely, taking particular care in relation to any sensitive

information.

● taking responsibility, supported by your supervisor, for identifying any areas of your

research project which fall within the University’s ethical framework, and referring them

for University review and approval prior to commencing the activity.

Please note that completion of the tutorial is mandatory for all research students and completion

is a requirement for progression.

Research Integrity TutorialThe Research Integrity Tutorial (RIT) is a compulsory requirement for all postgraduate research

students and must be completed prior to your first TAP meeting. The RIT is tailored to the

specific needs of postgraduate research students and has been designed to familiarise you with

the principles, policies and procedures of research integrity and ethics at the University of York.

The tutorial is divided into three main sections each of which takes approx. 45 mins to complete

and is followed by a short section test. After completing all 3 section tests you will receive a

Research Integrity Certificate and your completion will be recorded in Skills Forge. The RIT will

provide you with practical information for your research here at York and will be highly valuable

in the development of your academic career.

The Research Integrity Tutorial is located in your Yorkshare VLE module list. If you have trouble

accessing the tutorial, email [email protected].

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For more information and details of further support for research integrity to build on the core

training provided by the tutorial, visit

https://www.york.ac.uk/staff/research/governance/research-integrity-and-ethics/training-and-

support-for-research-integrity.

Please note that completion of the tutorial is mandatory for all research students and completion

is a requirement for progression. The departmental induction programme in the Autumn term

includes a session on Research Integrity which will provide some guidance on completing the

tutorial.

Research Data ManagementResearch data management is an increasingly important skill as science becomes more data

driven. It is also required by the university and most funders. You should discuss data

management practices with your supervisor to ensure you follow the procedures appropriate to

your group. The departmental contact for Research Data Management is Dr Kevin Cowtan

([email protected]). During the Spring term, Dr Cowtan will deliver a session to all Year

1 students providing guidance on how to plan your data management throughout the course of

your project.

EthicsAll research projects need to consider the ethical issues associated with the research and your

supervisor will have made such considerations about the project they offered you. Most

activities in chemistry do not have any major ethical issues. However, consideration of the

ethics of all projects needs to be made.

Specific things to consider are:

1) Is there a restriction on publication by the funder?

2) Is the research funded by, or is research a topic area covered by the defence industry,

whether from a private company or governmental?

3) Does the research involve collecting data / experimenting on / involve human subjects?

4) Does the research involve animals/plants/genetic modification?

5) Might the research cause harm to the university’s reputation?

If you have any concerns of an ethical nature about your work, you have a responsibility to

discuss these with your supervisor. Further information can be found on the departmental web

pages:

http://www.york.ac.uk/chemistry/internal/ressupp/ethics/

Professor Mat Evans is the Chair of Ethics Committee for the Physical Sciences and can be

contacted for further advice: [email protected]

For the University’s full code of practice and principles for good ethical governance, visit:

www.york.ac.uk/staff/research/governance/policies/ethics-code/

Academic misconductThe University is committed to maintaining the highest standards of integrity and any academic

misconduct is regarded as an extremely serious matter. It is your responsibility to be aware of

the University's guidelines, policies and procedures on misconduct and act with integrity. Further

information is available at http://www.york.ac.uk/about/departments/support-and-admin/registry-

services/academic-misconduct.

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Academic progression

Your supervisorSupervisors play a fundamental role in supporting research students throughout their

programme. Your supervisor or supervisory team is responsible for helping you to manage your

research, as well as being your primary link to your department and the University. Your main

supervisor is your first point of contact for any issues that arise throughout your programme.

Formal Supervision meetings with your supervisor or supervisory team should take place at

least twice per quarter (i.e. roughly once every 6 weeks) for all full-time and part-time students.

At these meetings your supervisor(s) should give detailed feedback on the work you present

and help you make plans for your next steps. A detailed record of your formal supervisory

meetings and actions agreed will be kept through SkillsForge, and must be signed off by both

you and your supervisor(s). For those students holding a Tier 4 student Visa, records of

supervision meetings will also be used to ensure you are complying with the conditions of your

visa.

Supervisors and other members of your Thesis Advisory Panel are responsible for ensuring that

you receive training for the performance of original research of the highest possible quality. The

professional relationship between a research student and their supervisor is highly individual

and best practice must include scope for variation, but the same basic framework may be

expected to be common to all. You will meet with your supervisor(s) on a regular basis, the

timing and format of such meetings will be agreed at your Student-Supervisor Introductory

Meeting.

The University guidelines on supervision can be found here www.york.ac.uk/research/graduate-

school/support/academic/supervision as well as in the Policy on Research Degrees. The

student-supervisor relationship is individual, but here is a guide as to what you can reasonably

expect from your supervisor during your programme:

• Your supervisor(s) should provide an appropriate level of support and guidance to

ensure that you are shown around the Department soon after arrival and introduced to

people with whom you will work, or who will provide you with services. If you are new to

York, your mentor will provide a guide to the wider campus and the York area.

• Your supervisor(s) can check that your accommodation and financial support

arrangements are satisfactory and help to solve any problems.

• Your supervisor(s) should help you agree an appropriate programme of training.

• Your supervisor(s) should obtain agreement of an appropriately qualified colleague (not

necessarily in the same research area, but willing to take a close interest in your

research project as it develops) to serve as the Independent Panel Member (IPM) and

should ensure that the initial meeting of the Thesis Advisory Panel (TAP) takes place

within the first few weeks after your arrival. The primary purpose of this first meeting

should be to ensure that you have a clear plan for starting the research project.

• Your supervisor(s) will ensure that Departmental procedures for Risk Assessment are

followed and, where appropriate, the requirements for registration for work involving

18

lasers, X-ray sources, radiochemicals or genetic manipulation are met. It is essential

that you complete the on-line Risk Assessment before you start any research.

• Your supervisor(s) should make arrangements for any specialised training needed for

the research project and ensure that you are given proper instruction and guidance on

safety, use of specialised instrumentation, computer facilities, etc.

• Your supervisor(s) should instruct you on the keeping of research records, research data

managements, and on planning and producing regular progress reports.

• Your supervisor(s) should arrange regular meetings to check progress, adjust research

plans, and help solve problems. Individual one-to-one meetings, some formal, others

informal, as well as research group meetings, should take place. At each TAP meeting

you and your IPM will discuss your supervisory arrangements and complete the relevant

part of your TAP Report Form.

• Your supervisor(s) should be available for meetings of your Thesis Advisory Panel at

least every 6 months. Additional meetings may be needed in case of difficulty. Your

supervisor(s) should provide guidance in the preparation of progress reports.

• Your supervisor(s) will encourage you to take part in scientific conferences (local,

national, and international) and to present research results when appropriate.

• Your supervisor(s) will assist you in writing up completed research work that is thought

to be worthy of publication and to submit the work without undue delay to the appropriate

journals.

• Your supervisor(s) will encourage you to complete your research on schedule and to

allow sufficient time for writing your thesis. Guidance should be given on a plan for the

thesis (structure, section headings, length, data to be included/excluded, organisation of

references, appendices, etc.), including a timetable for its production. Your supervisor

should read and provide critical/constructive comments on draft components of the

thesis, on at least a chapter-by-chapter basis and without undue delay

• Your supervisor(s) should make recommendations for the appointment of examiners

about 8-12 weeks before submission of your thesis (i.e. at about the same time as you

are submit your ‘Notification of Intention to Submit a Thesis’ via your E:Vision account)

• On completion of the thesis, your supervisor(s) should arrange a practice oral

examination (viva voce) for you.

• Your supervisor(s) will help provide guidance on careers and will encourage you to make

career plans well in advance of graduation.

Full details of the obligations of both your supervisor, and you as a research student can be

found in the Policy on Research Degrees:

https://www.york.ac.uk/media/research/grs/documents/policy-on-research-degrees-2016.pdf

Thesis Advisory PanelYour Thesis Advisory Panel (TAP) consists of your supervisor(s) and at least one other member

of academic staff from your department, your Independent Panel Member (IPM). If you are

sponsored by industry, you may also have an Industrial Supervisor. Full-time students meet with

their TAP at least once every six months. The purpose of the TAP meetings is to discuss your

progress and training needs and to give advice on the direction of your research and your

professional development.

19

A TAP meeting should not be seen as a daunting prospect, rather an opportunity to discuss

your research progress, and identify and address any concerns you or the Panel may have.

Your IPM will give you the opportunity to discuss aspects of your supervision, independently of

your research supervisor, at each of the TAP meetings.

You and your TAP will document your meeting on the TAP meeting form on SkillsForge,

highlighting your progress and any goals that you should be working towards for the next

meeting. The record of your TAP meeting will be will be kept on SkillsForge and must be

electronically signed by you and your TAP members.

You should take the lead in arranging the TAP meetings where possible. A productive

relationship with your supervisor(s) and with your IPM is critical to the success of your research.

It requires your efforts as much as those of your supervisor(s).

When arranging your TAP meetings, you should speak to your supervisor about what you

should prepare for each meeting. You will be asked to prepare a report on your research – the

end of year progression meetings will require a more substantial written report than the mid-year

meetings, To ensure that you keep on track with your studies, you should also prepare a

timetable for each meeting (except the 6-month meeting) detailing your overall work plan, up

until you submit your thesis.

Further departmental guidance and TAP forms can be found on our web pages:

http://www.york.ac.uk/chemistry/internal/gradinfo/forms/

Formal reviews of progress for PhD and MPhil students (Masters

by research students do not have formal reviews of progress)

Formal reviews of progress: overview

All PhD and MPhil students (but not MA/MSc by research students) are subject to formalreviews of progress. The purpose of formal reviews of progress is to ensure that you are makingsatisfactory progress with your research project and other elements of your PhD or MPhilprogramme. A formal review of progress should give you a clear sense of the progress you aremaking on your degree but the decision of a progression panel does not serve as a predictionfor the outcome of the final examination.

Formal reviews of progress take place on an annual basis, towards the end of each year ofenrolment, for full-time PhD and MPhil students and on a biennial basis for part-time PhD andMPhil students. Formal reviews of progress are not required for entry into a continuation period,where this is permitted. Formal reviews of progress are progression points: failure to meet therelevant University progression criteria may lead to transfer onto a different programme ortermination of enrolment.

Procedure for formal reviews of process

In a formal review of progress, you will be assessed against University progression criteria (seebelow) which set out the threshold requirements for progression to the next year (or equivalentperiod for part-time students).

20

The assessment is undertaken by a progression panel, which is independent of yoursupervisor(s) to gain an external perspective on the progress that you are making, and toensure that your relationship with your supervisor remains focused on your development as aresearcher.

The Departmental Progression Panel will consist of the Graduate School Chair and DeputyChair, or another academic where the Chair/Deputy is already involved in the TAP.Progress review meeting will be held within a 6-week window as follows:

Year 1: mid-August – end of September (mid-month 11 – end month 12)Year 2: start July – mid August (early month 22 – mid month 23)Year 3: start July – mid August (early month 34 – mid month 35)A formal TAP meeting will be held no more than 4 weeks before the relevant progress reviewmeeting.

Progression criteria and student evidence for a first formal review ofprogress

For progression into year 2 of a full-time PhD or MPhil programme (or equivalent stage of apart-time PhD or MPhil programme), through the student’s report, the supervisor’s report andthe report of the TAP meeting (including comments on oral performance from the TAP meeting)a student must demonstrate that they:

can describe the direction their research is taking and the research questions itaddresses

have produced appropriate research outputs/generated appropriate research data have planned in a realistic fashion the second year (or equivalent) of their research,

indicating any risks and how these will be mitigated have sufficient acquaintance with the relevant field of knowledge to place their research

into context have sufficient proficiency in the relevant research methods, techniques and theoretical

approaches to move their research to the next stage have undertaken all required training have considered ethical issues (including data management) where applicable.

Progression criteria for a second formal review of progress

For progression into year 3 of a full-time PhD programme (or equivalent stage of a part-timePhD programme), through the student’s report, the supervisor’s report and the report of the TAPmeeting (including comments on oral performance from the TAP meeting) a student mustdemonstrate that they:

can describe in detail the research questions their project will answer and how this willlead to a substantial original contribution to knowledge or understanding;

have produced appropriate research outputs/generated appropriate research data; have planned in a realistic fashion the third year (or equivalent) of their research, based

on the expectation that the project will be completed and the thesis submitted on time,indicating any risks and how these will be mitigated;

have the ability to write up their research in an appropriate academic format for it to becritically assessed by peer reviewers and examiners;

21

have begun to acquire the wider background knowledge of their research field, includingcommand of relevant underpinning knowledge/theory required for the degree of PhD;

can apply the relevant research methods, techniques and theoretical approachesrequired to make an original contribution to knowledge or understanding;

have undertaken all required training; have considered ethical issues (including data management) where applicable.

Progression criteria for a third formal review of progress – (this is only requiredif you are on a 4 yr PhD such as the White Rose BBSRC DTP)

For progression into year 4 of a full-time four-year PhD programme (or equivalent stage of apart-time four-year PhD programme), through the student’s report, the supervisor’s report andthe report of the TAP meeting (including comments on oral performance from the TAP meeting)a student must demonstrate that they:

have produced appropriate research outputs / generated appropriate research data have planned in a realistic fashion the final year (or equivalent) of their research, based

on the expectation that the project will be completed and the thesis submitted on time,indicating any risks and how these will be mitigated;

have started to write up their research in an appropriate academic format for it to becritically assessed by peer reviewers and examiners;

have acquired much of the wider background knowledge of their research field requiredfor the degree of PhD;

can apply the relevant research methods, techniques and theoretical approachesrequired to make an original contribution to knowledge or understanding;

have undertaken all required training; have considered ethical issues (including data management) where applicable.

Progress review meeting

A formal TAP meeting will be held no more than 4 weeks before the relevant progress reviewmeeting. The independent panel member (IPM) will chair the TAP meeting, and all the TAPpaperwork will be forwarded to the progression panel. The evidence for progression (comprisingthe student & supervisor's reports, the report of the TAP meeting, training records, timetable &plans for completion) are then discussed at the progress review meeting by the progressionpanel. This progression panel will go through each student's case based on the standardisedset of criteria, appropriate to the stage (outlined above, and based on what any conscientiousstudent could be expected to achieve).

The progression panel will consider your evidence, the supervisor’s report and agreed TAPreports at a progress review meeting. Based on these elements, the progression panel willmake a decision as to whether you have met, exceeded or not met the relevant Universityprogression criteria as well as a recommendation regarding your progression.

If a progression panel does not feel able, on the basis of the evidence provided, to recommendthat an individual student be progressed, then a second progress review meeting will be held assoon as possible with the student and at least two members of the progression panel, Thisenables the student (who is at risk of not progressing at the first attempt) every opportunity todemonstrate that they have met the relevant University progression criteria.

22

Progression panel decision and recommendation

If a progression panel decides that you have met or exceeded the relevant Universityprogression criteria at the first attempt, they will recommend to the Standing Committee onAssessment (SCA, which is responsible for approving progression decisions on behalf ofSenate) that you progress into the next year of your programme.

Second attempt at progression

If the progression panel decides that you have not met the relevant University progressioncriteria at the first attempt, you will be permitted a second attempt at progression within threemonths, but the panel may recommend that it would be in your best interests to transfer to analternative programme or to withdraw from the University. You will need to let your departmentknow as soon as possible if you wish to ignore a recommendation for transfer or withdrawal.The progression panel for reassessment may include the IPM where appropriate (for subject-specific expertise).

If you make a second attempt at progression but do not meet the relevant Universityprogression criteria at the second attempt, the progression panel will recommend that you aretransferred to an alternative programme or that your enrolment with the University is terminated.

If you make a second attempt at progression and do meet or exceed the relevant Universityprogression criteria at the second attempt, the progression panel will recommend that you areprogressed, but this does not alter the timing of the next formal review of progression (ifapplicable) or the deadline for submission of the thesis.

Exceptional circumstances

If you have any exceptional circumstances that may impact on a formal review of progress thenyou should contact your supervisor as soon as possible to discuss your options.

Programme structureThe majority of PGR students start in October each year, but it is possible to start a research

programme on the 1st of any month. If you commence a PhD or MPhil programme outside a

cohort entry point, or if your journey changes (e.g. due to a leave of absence) the dates

specified will not apply to you, but will be calculated in terms of how long you have been

enrolled on the programme.

You can use the diagrams on the following pages to work out when your meetings should take

place. Specific dates and reminders will be communicated to you by the graduate school and

SkillsForge.

23

Key milestones for your research degree

The following section lays out the key milestones that you must achieve as a research student.You will have TAP meetings around every 6 months, and will have to meet annual progressionpoints in order to continue with your PhD. The basic framework is explained in the diagrambelow:

Minor TAP Major TAP

Paperwork to

Graduate office

after meeting

Student

progresses to

next year

Progression

Review

Student not

present

Criteria

met

Criteria not

met

Progression

panel meets

with student

Criteria

met

Student

progresses to

next year

Criteria not met

- not

progressed

Resit

Progression

Panel meeting

within 3 months

Criteria

met

Student

progresses to

next year

Criteria not

met – not

progressed

Student transfers

to lower award or

withdraws

24

Month of meeting Type of meeting Purpose of meeting Report to prepare? Deadline for submittingreport

Outcome Progressionpanel meet –first attempt

Progression panelmeeting – secondattempt if required

Year 1

TAP 1 1 (October) Initial meeting First meeting withsupervisor and IPM

No n/a Progress with PhD

TAP 2 6 (March) Minor TAP Minor TAP to discuss first6 months progress

Yes. Short report to submitto TAP 1 week beforemeeting

Agree this with your TAP Progress with PhD

TAP 3 10/11(between 24 July2017 – 1 Sept 2017)

Major TAP Major TAP to makerecommendation toProgression Panel

Yes. Longer report. Discussdetail with your supervisor

To submit to your TAP [email protected] 17 July 2017

Recommendationmade toprogression panel

Month 11/12(between 21August – 30September2017)

By month 15(December 2017)

Year 2

TAP 4 15/16(Dec 2017-Jan 2018)

Minor TAP Minor TAP to discussprogress



TAP 5 21/22(between 4 June 2018– 13 July 2018)


Yes. Longer report. Discussdetail with your supervisor

To submit to your TAP [email protected] date to be confirmed;likely towards end of May2018.


Early month 22-mid 23(between 2 July2018 – 10August 2018

By month 26(November 2018)

Year 3

TAP 6 27/28(December 2018 –January 2019. Shouldbe 6 months fromTAP 5)

Minor TAP Minor TAP to discussprogress and writing up



Year 4 – this will only apply to students on a specific 4 yr PhD programme such as BBSRC White Rose DTP

TAP 7 33/34(June – July 2019 –exact dates to beconfirmed)


Yes. Longer report up to 30pages. Discuss detail withyour supervisor

To submit to your TAP [email protected] date to be confirmed


Early month 34-mid 35(July-August2019)

By month 38(November 2019)

TAP 8 40/41(January –February2020)

Minor TAP Minor TAP to discussprogress and writing up

Yes. Short to submit to TAP1 week before meeting


25

You can use the table below to work out when you TAP meetings and progression meetings should take place

Year 1 full time – month 1 is the start of your first year

Startingmonth

October November December January February March April May June July August September

Mo

nth

num

be

ro

fyo

ur

Ph

D

1 2 3 4 5 6 7 8 9 10 11 12- 1 2 3 4 5 6 7 8 9 10 11

12 - 1 2 3 4 5 6 7 8 9 1011 12 - 1 2 3 4 5 6 7 8 910 11 12 - 1 2 3 4 5 6 7 89 10 11 12 - 1 2 3 4 5 6 78 9 10 11 12 - 1 2 3 4 5 67 8 9 10 11 12 - 1 2 3 4 56 7 8 9 10 11 12 - 1 2 3 45 6 7 8 9 10 11 12 - 1 2 34 5 6 7 8 9 10 11 12 - 1 23 4 5 6 7 8 9 10 11 12 - 12 3 4 5 6 7 8 9 10 11 12 -

Year 2 full time – month 13 is the start of your second year

Startingmonth


Mo

nth

num

be

ro

fyo

ur

Ph

D

13 14 15 16 17 18 19 20 21 22 23 24- 13 14 15 16 17 18 19 20 21 22 23

24 - 13 14 15 16 17 18 19 20 21 2223 24 - 13 14 15 16 17 18 19 20 2122 23 24 - 13 14 15 16 17 18 19 2021 22 23 24 - 13 14 15 16 17 18 1920 21 22 23 24 - 13 14 15 16 17 1819 20 21 22 23 24 - 13 14 15 16 1718 19 20 21 22 23 24 - 13 14 15 1617 18 19 20 21 22 23 24 - 13 14 1516 17 18 19 20 21 22 23 24 - 13 1415 16 17 18 19 20 21 22 23 24 - 1314 15 16 17 18 19 20 21 22 23 24 -

26

Year 3 full time (For 4 year PhDs only) – month 25 is the start of your third year

Startingmonth


Mo

nth

num

be

ro

fyo

ur

Ph

D

25 26 27 28 29 30 31 32 33 34 35 36- 25 26 27 28 29 30 31 32 33 34 35

36 - 25 26 27 28 29 30 31 32 33 3435 36 - 25 26 27 28 29 30 31 32 3334 35 36 - 25 26 27 28 29 30 31 3233 34 35 36 - 25 26 27 28 29 30 3132 33 34 35 36 - 25 26 27 28 29 3031 32 33 34 35 36 - 25 26 27 28 2930 31 32 33 34 35 36 - 25 26 27 2829 30 31 32 33 34 35 36 - 25 26 2728 29 30 31 32 33 34 35 36 - 25 2627 28 29 30 31 32 33 34 35 36 - 2526 27 28 29 30 31 32 33 34 35 36 -

Year 4 full time (For 4 year PhDs only) – month 37 is the start of your fourth year

Startingmonth


37 38 39 40 41 42 43 44 45 46 47 48

PART TIME example

Years 1 – 3. This example is for an October starter. If you start your PhD on a part-time basis in a different month of the year, the Chemistry Graduate Officer will provide you

with a schedule for your TAP and progress meetings.

Startingmonth


Mo

nth

nu

mbe

ro

fyo

ur

Ph

D

1 2 3 4 5 67 8 9 10 11 1213 14 15 16 17 1819 20 21 22 23 2425 26 27 28 29 3031 32 33 34 35 36

27

Researcher training and development

Being a research student isn’t just about producing a piece of academic work. It’s about

developing skills that will help you succeed in your chosen career. Your department and

supervisor will help you with skills specific to your subject, and training and support is also

provided centrally.

Becoming an Effective Researcher TutorialThe ‘Becoming an Effective Researcher Tutorial’ is an online induction available through the

VLE to all postgraduate research students and supervisors. The tutorial is organised in six easy

to navigate sections so that, following completion of the tutorial, you are able to come back to

the information as you need it throughout your PhD. You are expected to complete this tutorial

as part of your induction at the University and are encouraged to discuss it with your supervisor

and TAP. On completion of all six sections of BERT (as it is affectionately known) you will be

issued with a certificate which you can use to demonstrate to your supervisor that you have

completed the tutorial. You can access BERT directly from the VLE or by clicking the link:

http://www.york.ac.uk/research/graduate-school/support/

Professional Development Plan

The PDP is a record of the skills you develop throughout your research programme to prompt

you to reflect on and discuss your personal, professional and career development. After

completing an initial Training Needs Analysis, you can then review and update your PDP

throughout your degree programme.

Research training modules/courses

Innovative Doctoral Training in Chemistry (iDTC)

Chemistry at York delivers its postgraduate training through its innovative Doctoral Training in

Chemistry Program (iDTC) which offers the advantages of the cohort-based postgraduate

experience to all of our students. We believe that that it is important to offer the latest

innovations in graduate training to all of our postgraduates to support the development of

scientific, transferable and employability skills, enhance the research output of each student and

meet the needs of employers.

The iDTC is arranged with a core set of training packages which everyone will take:

Becoming an Effective Research Chemist,

Essential Chemistry Research Skills

Developing as a Professional Chemist

In addition, training will also be available in the specific scientific areas covered by the six

research themes:

Healthcare and Medicinal Synthetic Chemistry (HMSC)

Sustainability and Green Technologies (SGT)

28

Functional Materials (FM)

Atmospheric Chemistry (AC)

Analytical and Data Analysis (ADA)

Spectroscopy, Computation and Simulation (SCS)

This training will be delivered through techniques courses, concept courses (level 1 and 2), and

hot topics which will highlight the latest cutting edge developments in the field. The number of

these courses you are required to takes depends on your programme. If you are an overseas

postgraduate student, you will have access to specific training and support for you to make the

most of your opportunity to study for a research degree at York.

As a new Chemistry research student, you will participate in the iDTC programme. The iDTC

offers a core set of training packages for all, and you, in consultation with your supervisor(s),

then select specialised theme-specific training in the area of your research. You may select

courses from other themes where appropriate. If you participate in an external doctoral training

programme, you can select the iDTC training that is not covered elsewhere.

Full details about iDTC themes and the specific courses and training available can be found in

in your accompanying Training and Courses Handbook.

Attendance

If you are registered full time, you are normally expected to attend for a minimum of 37 hours

per week during the normal working hours of the Department (between 08.30 and 18.00 on

weekdays except observed statutory and customary holidays) and to carry out the majority of

your research work during these times. Changes to the normal working pattern should have the

prior agreement of your supervisor. In addition to the normal working arrangements, you are

free to work at other times subject to compliance with the Departmental Safety Policy and the

agreement of your Supervisor.

Absences due to illness require either self-certification or a medical certificate in accordance

with the University policy. Those arising from compassionate problems should be notified to

your supervisor or the Chair of the Graduate School.

http://www.york.ac.uk/students/support/health/selfcert/

Failure to provide the relevant certification will lead to the absence being considered as

unauthorised.

It is recognised that there is considerable variation both in the nature of the research work

conducted between research groups and in the availability of facilities required by the research.

You may, therefore, be required to work out of normal hours. In such cases you and your

supervisor should agree mutually acceptable arrangements. If it is not possible to reach

agreement, your supervisor should refer the matter to the Chair of the Graduate School Board

who will solicit written statements from both parties and recommend a solution. You will be

offered the opportunity to accept the recommendation. Failure to agree to a reasonable request

may lead to you being considered unsuitable to continue on the research programme.

Holidays

Subject to the agreement of the supervisor(s) and any conditions placed by the research council

(or other sponsor/funding body), research students may take reasonable holidays (annual

29

leave) not exceeding 30 days (plus public holidays) in any year. You should keep a record of

your annual leave, and seek permission from your supervisor before planning your absences. If

you hold a Tier 4 visa you should also notify the Chemistry Graduate Office of any dates that

you are going to be away from York, for whatever reason in order to comply with the

requirements of your student visa.

Research Group Meetings and Presentations

You are required to attend your own research group meetings, and if you have an

interdisciplinary chemistry project you will be expected to attend meetings from more than one

group. You are expected to give presentations on your own research work at these meetings,

and attend and take part in the presentations of others.

Research Excellence Training Team (RETT)The University’s Research Excellence Training Team (RETT) provides a range of training and

support to help you develop the skills you need to progress your research and your career.

Information about the workshops, public engagement events and resources available to support

you please visit the RETT pages: http://www.york.ac.uk/admin/hr/researcher-development/

Library Research Support TeamThe Library’s Research Support Team (RST) provides support and guidance on research data

management, open access, and copyright. The team also provide training sessions on these

topics and on searching the literature. For further information on the team, visit

http://www.york.ac.uk/library/info-for/researchers/support/.

To view information on workshops and to make a booking, visit

http://www.york.ac.uk/admin/hr/researcher-development/students/.

The Library also provides a wide range of services for researchers in addition to the RST, for

more information, visit http://www.york.ac.uk/library/info-for/researchers/.

The Introduction to the Library and Resources, organised by Dr Adrian Whitwood (Departmental

Computing Officer) and Claire Ackerley (Chemistry Library Liaison Officer) will introduce you to

on-line database searches of the literature. This session is part of the induction programme.

Research ComputingAll researchers use computers at some point in the research process and IT Services provide a

wide range of services and support, from email to Tier 3 High Performance Computing. The

Research Computing team provide training and one-to-one support so that you can make the

most of the systems and resources provided at York. Whatever your level of experience, help is

on hand to get you started and choose the right tools for your research or project.

Designed with the aim of making research easier, faster and more productive, our systems and

resources could be of use to all researchers, regardless of discipline or research project. To

discuss what help we can provide, email: [email protected]

30

Additional information can also be found at: http://www.york.ac.uk/it-services/research-

computing/

Most computers for graduate student use are located in research groups and there are also

central facilities and study areas across the campus. A full list can be found on the IT services

web page: http://www.york.ac.uk/it-services/rooms/locations/ . Your supervisor and/or members

of your research group will be able to tell you which computers / printers you have access to. An

IT Skills session, run by IT Services in the Spring term, will provide you with an awareness of

the capabilities of software packages that will be useful to you throughout your research degree.

These include Word, Excel, Endnote, Google and Chemdraw.

Departmental Events for Postgraduate Students

The Department of Chemistry offers a variety of ways for students to share ideas, network with

other members of the department and present their research. You will regularly present your

work within your research groups, but other opportunities are offered to reach a wider audience.

Johnson Matthey Poster Competition

In the third year of your PhD you will prepare a poster of your research work for display at an

Open Poster Competition which is held in the Department of Chemistry and sponsored by

Johnson Matthey. The exhibition will be open for attendance by all members of the Department

and invited guests (such as industrial supervisors) and will be followed by a Departmental

seminar given by an external speaker. Students exhibiting their work will stand by their posters

and discuss their work with anyone attending the exhibition, including the panel of judges who

will assess the quality of the presentations. Up to four cash awards will be made each year to

spend on science-related activities such as attendance at conferences abroad, visits to other

research groups, etc.

Kathleen Mary Stott (KMS) Prizes

From the bequest of Kathleen Mary Stott, up to four prizes may be awarded each year to third

year Chemistry PhD students for meritorious performance in research and coursework.

Students will be recommended for the award by their supervisor. The KMS Panel shortlists

nominated students who are invited to a 25 minute interview to assess verbal communication

skills, commitment, enthusiasm, and plans for the future. The KMS Panel deliberates each

candidate’s overall performance to select up to four prize-winners. Prize-winners will be required

to give a 30 minute seminar at the end of their third year, which is open to all Chemistry staff

and students.

Second year Poster session

At the start of your second year, you will be asked to participate in a poster exhibition as part of

the KMS prize winners’ event. This will be an early opportunity to practise preparing a poster on

your research, as well as a chance to find out about other research taking place in the

department. An informal competition is held with a small prize for the poster voted the best.

31

Graduate Research Seminars

These seminars were introduced in response to feedback that students would like more

opportunities for integration and networking across the department. The aim is to provide an

opportunity for graduate students to present and share their work, and for others to find out

about what is going on in the department, be it at the early stages of a project, or the later

stages.

Publication of researchAnother important aspect is the publication of your research. You are encouraged to take a full

part in preparing your research for publication. You should aim to have at least one paper

published or accepted in a high quality journal prior to the submission of your PhD thesis. You

can include publications as a major part of your first and second year TAP reports. Core iDTC

training covers training on preparing scientific papers including reviews by peers and academic

staff.

Financial support for researchAttending and presenting papers at conferences is an important aspect of research.

Conferences are an ideal opportunity to meet, listen to, and talk to other chemists working in

your field. You are encouraged to keep a look out for interesting conferences and to discuss,

with your supervisor(s), the possibility of attending them. The Department of Chemistry provides

financial support to enable students to attend conference and you can claim up to £160 per year

for three years towards this. Depending on the funding scheme for your PhD, other funding for

conferences may be available.

There are also external sources of conference funding, such as that commonly available from

the organisers. For example, for conferences administered by the European Science

Foundation, see http://www.esf.org/ or e-mail [email protected]. The Royal Society of

Chemistry often makes bursaries available to graduate student members for attendance at its

conferences, see http://www.rsc.org and some conferences offer discounts for RSC

membership.

Full details on how to access your conference funding can be found on our web pages:

http://www.york.ac.uk/chemistry/internal/gradinfo/conferencefunding/

32

Your thesis

Thesis content and style

For detailed information about the style, formatting and sequence of material standards for your

thesis, go to www.york.ac.uk/research/graduate-school/support/academic/thesis/format.

In addition to online guidance on preparing and formatting your thesis, the University also offers

courses to help you through the Library’s research support team and through RETT.

For more information visit: http://www.york.ac.uk/admin/hr/researcher-development/students

and http://www.york.ac.uk/it-services/training/materials/thesis.

The length of your thesis will depend on the nature of your research and your results. Your

supervisor will advise you throughout your writing process and will provide guidance as to the

level of detail you should include. It is recommended that a PhD thesis should normally be no

less than ~30,000 words and no more than 100,000 words (including tables, figures and

references). An MPhil thesis should normally be between 20,000 words and 75,000 words and

an MSc by research thesis between 15,000 and 40,000 words. Please note that these are

guidelines only and it is important that you discuss with your supervisor to ensure you have an

appropriate level of detail in your work.

Thesis submission

Before submitting

You should discuss your submission plans with your supervisor, though ultimately it is your

decision when to submit your thesis for examination. About two months before you expect to

submit your thesis, you should complete the notification of intention to submit in e:Vision. This

allows the department to make the necessary arrangements for your examination. You do not

need to be over-exacting in calculating your submission date, provided that you adhere to your

deadline for submission. You can find the intention to submit form in your e:Vision account.

If you are an MSc by research student, you do not need to register your intention to submit.

However, you should ensure your supervisor is aware of when you plan to submit so that they

can start to make arrangements for examination.

When to submit

You must submit your thesis by the final deadline, though it is a good idea to plan to submit

long before that in order to give yourself time to deal with unexpected events in both your

research and your personal life. You can see your submission deadline in your SkillsForge

account and in e:Vision. Late submissions will only be accepted once an extension has been

applied for and approved. A pending extension request is not sufficient.

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How to submit

Theses may be submitted to the Research Student Admin Team (RSAT) by hand, by post, or by

courier service. It is your responsibility to ensure that the thesis reaches the RSAT by the

deadline.

Continuation period

Your continuation period (http://www.york.ac.uk/research/graduate-

school/support/academic/thesis/continuation/) begins at the end of your normal period of

enrolment. During this time you will retain access to the Library and IT facilities. Students

entering a continuation period will be liable to pay a continuation fee.

The normal enrolment periods for MPhil and PhD are as follows:

PhD: 3 years full-time, 6 years part-time (unless you are enrolled on a 4-year programme)

MPhil: 2 years full-time, 4 years part-time

MSc by Research: 1 year full time, 2 years part time

If you do not submit your thesis within the normal enrolment period you are allowed a further

period of up to one year in which to complete and submit your PhD or MPhil thesis (3 months for

MSc by Research). However, you should aim to submit as soon as possible after the end of

your normal enrolment period and treat the continuation period as a contingency. Research

students who continue to study beyond their normal enrolment period will be charged an

Extended Registration Fee each year to retain access to University facilities. For students

extending their registration in 2016/17 this will be £295 and will increase slightly each year.

Thesis examination

Appointment of examiners

Once your notification of your intention to submit has been submitted, your supervisor

nominates examiners and submits the recommendation to Standing Committee on Assessment

for approval. Your supervisor(s) will have likely discussed who will be suitable examiners and

you should be asked to confirm that there are no known conflicts of interest with the selected

examiners. There will be at least two, and not more than three, examiners, including at least one

external examiner from another university.

Oral examination

Following the submission of your thesis or dissertation for examination, PhD/MPhil candidates

will be required to sit an oral examination known as a viva voce. This should take place within 3

months of you submitting your thesis and will be arranged within the Department of Chemistry.

The purpose of an oral examination is to allow your examiners to explore your work and satisfy

themselves that:

● the work is of appropriate quality;

● you are well acquainted with your subject matter;

● you have applied appropriate research methods;

● the work is your own, or if a collaborative piece, that your contribution is significant.

The oral examination also allows you to respond to any shortcomings identified by the

examiners. Your oral examination will take place within three months of submitting your thesis.

34

Oral examinations for all research degrees will be audio-recorded. These recordings are used

only in event of an appeal based on the conduct of the examination, or when an additional

examiner has been subsequently appointed to resolve a dispute. Recordings will be destroyed

one year after the result of the examination has been confirmed, or one year after appeal

proceedings have been concluded.

MSc by Research students are not always required to have a viva voce examination, but

examiners can request one if they have reason to discuss your work further with you. You will

be advised if a viva voce is required.

Examination outcomes

Following the submission and examination of your thesis, your examiners will recommend one

of the following outcomes:

● pass with no corrections. The degree should be awarded;

● pass subject to minor corrections. The degree should be awarded subject to corrections

to the thesis, to be completed within three months of the candidate receiving the list of

corrections, to the satisfaction of the internal or another of the examiners;

● thesis referred for revision and resubmission within 12 months of receiving the list of

revisions, previously referred theses cannot normally be referred again;

● that the student should be awarded a degree at a lower level than the degree that they

are enrolled, possibly with corrections first being made;

● fail. No degree should be awarded.

The outcome will then be ratified by the Standing Committee on Assessment (SCA) and you will

be informed of the decision and advised on how to proceed. You have the right to appeal

against the examiners' recommendations on the grounds of unfair or improper conduct of the

examination, prejudice on the part of the examiners, or procedural irregularity.

More information

Full details on thesis submission and examination can be found on the University website, at:

www.york.ac.uk/research/graduate-school/support/academic/thesis.

Copies of theses and dissertations must be deposited with the University as specified in the

Policy on Research Degrees. All theses and dissertations deposited shall normally be available

for consultation and for reproduction (subject to normal conditions for acknowledgement).

Details on the policy on embargo or redactions of a thesis can be found in the Policy on

Research Degrees.

https://www.york.ac.uk/research/graduate-school/support/policies-documents/research-degree-

policy/

35

Change of plan?

Leave of absenceA leave of absence allows you to take an authorised break of a month or more in your studies.

You may apply for a leave of absence for a documented medical or personal reason. Breaks of

less than 1 month can be approved at departmental level, but will not then result in an extension

to your submission deadline.

Any student can apply for a leave of absence. It can be a good solution for a research student

who genuinely finds that medical or personal difficulties are preventing their study for a period of

time. However, approval remains at the discretion of the Special Cases Committee.

As far as possible, you should apply for a leave of absence in advance. Departments should not

submit requests to the Special Cases Committee later than one month after the proposed start

date of the leave period. Leave of absence that is entirely retrospective will not be considered or

approved.

For more information on when and how to apply for a Leave of Absence, visit

www.york.ac.uk/research/graduate-school/support/change/loa.

Students on Tier 4 visas should be aware that a Leave of Absence is likely to have an impact on

their eligibility to remain in the UK, and so should consult with immigration advice before making

any decision.

Full-time/part-timeYou may be able to switch between part-time (50%) and full-time attendance at University. Not

all programmes have a part-time option, so you should check with your department first.

Students on a Tier 4 visa are not allowed to study part time.

Speak with your supervisor and discuss the options available to you. This decision should not

be taken lightly. It is essential that you understand the implications that changing your mode of

attendance may have.

Changing your mode of attendance will affect the end of your period of registration, your

submission deadline and the tuition fees payable for the remainder of your programme. It will

alter how you fulfil the University's requirement of a minimum period of registration.

Changing your mode of attendance may also affect your entitlement to:

● Financial support

● Funding

● Student visas

● Accommodation

● Council Tax exemptions.

● Tuition fees and accommodation.

36

Your funding body may place restrictions on whether and how often you can change status.

RSAT can give you further guidance.

For more information, visit www.york.ac.uk/research/graduate-school/support/change/full-time-

part-time.

Change programmesWhile we do not encourage research students to change programme, situations may arise

which make a change worthwhile.

Reasons may include:

● you're progressing well at a lower level and wish to upgrade to a degree at a higher

level;

● you have not met the requirements for the degree for which you are registered and are

transferring to a lower degree;

● a change in personal circumstances means you need to end your programme early, but

still want to receive a qualification;

● your supervisor is moving to a different department.

This is by no means an exhaustive list. Reasons for a change of programme are often unique to

your situation. If you think a change of programme may be right for you, you should speak to

your supervisor. Please note that students on a Tier 4 visa are unlikely to be able to transfer

between programmes.

For more information, visit www.york.ac.uk/research/graduate-school/support/change/transfer.

ExtensionIf exceptional circumstances are affecting your ability to work in the final 3 months before your

submission deadline, you may be permitted to extend your submission deadline, but only in

proportion to the documented impact on your work. You should be planning to submit

considerably before the deadline to allow for less exceptional but still unpredictable events that

might affect your work.

There is no guarantee that you will be able to extend your programme in this way, especially if

the circumstances could have been remedied with a leave of absence at an earlier stage.

Extensions are normally limited to a maximum of six months. In exceptionally compelling

circumstances, a longer extension of up to one year may be granted. Multiple extensions

exceeding a total period of two years will not normally be granted.

Applications for extensions should be made before your current submission deadline. If you

need to apply for an extension of submission date, you should speak to your supervisor. This

date should be justified by the circumstances and approved by the departmental graduate chair

or the Director of Graduate Studies.

For more information, visit www.york.ac.uk/research/graduate-school/support/change/extension/

37

WithdrawalWithdrawal is the term used when a student decides to permanently leave the University before

completing their programme of study. Before deciding to withdraw you should meet your

supervisor to discuss any issues you may have and explore your options. It may be more

appropriate for you to take a leave of absence, switch to part-time study, or change

programmes.

If you need more advice, or want to speak to someone other than your supervisor, support is

available from:

● RSAT;

● the Student Support Hub;

● GSA.

For more information, visit www.york.ac.uk/research/graduate-school/support/change/withdraw

Professional development and employability

Teaching/demonstrating opportunitiesAs a research student, you work at the cutting edge of your field. You live, breathe and care

passionately about your subject. We encourage you to take advantage of the opportunities

available to teach and share some of your expertise with other students. Each department has

a designated Postgraduates-who-teach (PGWT) co-ordinator who organises the teaching

opportunities and provides support.

Why teach? It can:

● improve your confidence;

● enhance your ability to explain and engage people with your research;

● allow you to reflect on the impact of your research and why it is important;

● develop skills of creativity and innovation in you and your students;

● increase your resilience and resourcefulness;

● assimilate you into the faculty as a recognised expert in your field.

Graduate Teaching Assistant Training

Our comprehensive Graduate Teaching Assistant Training is part of the core iDTC training and

therefore all Chemistry research students are required to complete this. The programme gives

you the opportunity to develop communication and organisation skills through training

workshops as well as hands-on training in the undergraduate teaching laboratories under the

guidance of a mentor. Our PGWT co-ordinator is Dr Glenn Hurst who also co-ordinates and

runs the GTA training course.

After successful completion of the training, all PhD students are required to participate in

demonstrating in the undergraduate laboratories. For those without a Chemistry background,

you may choose to demonstrate on Biochemistry, Natural Sciences or Maths skills workshops

once you have been trained.

38

All students who wish to teach at the University must normally attend the ‘Introduction to

Learning and Teaching’ workshop. The training for PGWTs is designed to help you develop the

skills and confidence you need to support your students. For more information on training

opportunities, visit: www.york.ac.uk/admin/hr/researcher-development/pgwt/.

Please note that our Graduate Teaching Assistant training has been approved by RETT as

covering all the necessary skills training for students to demonstrate in Chemistry labs.

However, if you wish to participate in any PGWT opportunities outside of the Chemistry labs,

you will still need to complete the ‘Introduction to Learning and Teaching’ workshop.

RETT additionally advertises teaching opportunities for PGWTs on behalf of academic and

support departments (e.g. Maths Skills Centre and Writing Centre Tutors), visit:

http://www.york.ac.uk/admin/hr/researcher-development/pgwt/pgwt_adverts.htm.

Public engagementAnother way to share your expertise and enthusiasm for your research is through public

engagement. The University runs a range of one-off and ongoing public events and initiatives

that are fantastic opportunities for you to share your research and its findings with a broad

audience. This includes events such as YorNight, York Talks and the Festival of Ideas. For

more information, visit https://www.york.ac.uk/news-and-events/events.

Like teaching, public engagement activities can:

● improve your confidence.

● enhance your ability to explain and engage people with your research.

● allow you to reflect on the impact of your research and why it is important.

● assimilate you into the faculty as a recognised expert in your field.

The department has a dedicated Schools Liaison and Outreach programme that aims to engage

young people of all ages with chemistry-based activities. These are offered by members of the

department plus our Centre for Industry Education Collaboration (CIEC).

There are opportunities for school groups to visit the University to see some of the work that

goes on in our laboratories, and members of the department go out to run activities in schools

and at organised external events. Dr Annie Hodgson is our Schools Liaison and Outreach

officer and can be contacted for details of potential outreach opportunities. Annie will also

deliver a session on this during the induction programme.

Careers/employability

The University Careers service offers information and advice to support postgraduate

researchers with their skills development and career planning. For more information, visit

www.york.ac.uk/students/work-volunteering-careers/student-groups/postgrad-research.

Developing your employability is about extending skills, making contacts, broadening ideas, and

understanding how to use your experiences to enhance your future. Throughout your time at

York, you will have many opportunities to do all of this and Careers can help you make the right

choices and use them to your advantage.

39

The Careers website is packed with all you need to start your career planning and is constantly

updated with the latest information, on:

• Fairs and event dates

• Skills workshops

• Community and volunteering programmes

• Enterprise activities

• Information for career planning and job hunting

• Part-time jobs and internships

• Links to employers

• Recent graduate profiles and much more.

Postgraduate specific pages, for both taught and research postgraduate students, can be found

at www.york.ac.uk/careers/postgraduates. The Careers Timeline can help you manage your

time at York with suggestions of what to do when in your career planning.

Check out the online employability tutorial, designed to help you understand yourself, your

options and the way forward at vle.york.ac.uk.

Also log onto www.york.ac.uk/careers/gateway for your personalised Careers account where

you can:

• Sign up for updates in sectors that interest you

• Search hundreds of graduate vacancies

• Explore part-time work, internships and volunteering opportunities

• Access a wide range of Careers events

• Book appointments with Careers staff.

To keep up-to-date with the latest events and activities in Careers find us on Facebook at

www.facebook.com/yorkcareers and follow us on Twitter @UoYCareers.

Find the Careers Centre between Campus Central car park and the Berrick Saul building, near

the Market Square shops. During term we’re open Monday – Friday 10.00am – 5.00pm.

Vacation opening times vary and can be found on our website. Tel. 01904 322685

You can message Careers via Careers Gateway at www.york.ac.uk/careers/gateway

www.york.ac.uk/careers

Departmental Careers Guidance

Dr Leonie Jones is the Chemistry departmental Employability and Diversity Officer and can be

contacted for one-to-one discussions: [email protected]

Leonie also runs sessions as part of our core iDTC training on Career Planning and

Opportunities, and guidance for CVs and interviews.

Further information can be found on our departmental careers web pages:

http://www.york.ac.uk/chemistry/careers/postgradinfo/

40

Appeals and complaintsA complaint is about any service received. An appeal is about an academic decision reached.

Appeals

You can appeal against a procedural error in arriving at the academic decision or on the basis of

mitigating circumstances if you have a good reason for not declaring these at the appropriate

time. You cannot appeal against an academic judgement of the quality of your work.

Complaints

You may complain about your experience of any academic or non-academic service you have

received as a student. If you are not happy with the outcome of an initial investigation of your

complaint you can pursue your complaint further under the formal Complaints Procedure.

The GSA has a dedicated advice service to guide students through these procedures. If you

are considering making an appeal or a complaint, email [email protected], or visit

http://www.yorkgsa.org/site/welfare/arrange-an-appointment-with-the-gsa.

For more information on complaints and appeals, and how to complain or appeal visit:

https://www.york.ac.uk/students/help/appeals.

41

DisclaimerWhilst the University tries to ensure that information contained in this document is accurate

when published, the University does not accept liability for any inaccuracies contained within it.

Where circumstances occur or change outside the reasonable control of the University, the

University reserves the right to change or cancel parts of, or entire, programmes of study or

services at any time without liability, before or after students have registered at the University.

Circumstances outside the University’s reasonable control include: industrial action, over or

under-demand from students, staff illness, lack of funding, severe weather, fire, civil disorder,

political unrest, government restrictions and concern regarding risk of transmission of serious

illness. The University’s contract with its students does not confer third party benefits under the

Contract (Rights of Third Parties) Act 1999.

42

Glossary

Term Meaning

CELT Centre for English Language Teaching

CDT Centre for Doctoral Training

BoS Board of Studies

DRC Departmental Research Committee

DTC Departmental Teaching Committee

DTP Doctoral Training Partnership

YGRS (York) Graduate Research School

GSA Graduate Students’ Association

GSB Graduate School Board

GTA Graduate Teaching Assistant / Demonstrator

iDTC Innovative Doctoral Training in Chemistry

PGWT Postgraduate(s) Who Teach(es)

RETT Research Excellence Training Team

RSAT Research Student Administration Team

RST Research Support Team (Library)

SCA Standing Committee on Assessment

SCC Special Cases Committee

TAP Thesis Advisory Panel

YUSU University of York Students’ Union

Documents

Department of Chemistry Handbook for Postgraduate ......Departmental programme[s] 14 Programme aims 14 Research integrity 15 Research Integrity Tutorial 15 Research Data Management