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DEPARTMENT OF EARTH SCIENCES
APPENDIX TO RESEARCH DEGREE STUDENT HANDBOOK 2019/20
This appendix should be read in conjunction with the Research Degree Student Handbook 2019/20
The Department of Earth Sciences sits within the School of Life Sciences and the Environment, which covers the following disciplines: Biological Sciences, Earth Sciences, Geography and Psychology.
Welcome from the Director of PGR Education for the School of Life Sciences and the Environment As Director of PGR Education, I am delighted to welcome you to the School of Life Sciences and the Environment. The School, which was launched on 1 August, is one of the largest and most diverse in College; our vibrant research culture spans the arts and humanities and social and natural sciences. The School – which brings together Biological Sciences, Earth Sciences, Geography, and Psychology – is designed to encourage world-leading research that spans disciplinary boundaries and addresses some of the most significant planetary challenges we face.
Postgraduate research students are central to the vitality of the School’s research culture and I hope that you will find here a stimulating and supportive environment in which to pursue your studies. In the coming days you will meet the supervisory team who will offer you day-to-day guidance during your research project. You will also be introduced to the subject-specialist research groups and centres that exist at departmental level to support the wider community of researchers working in particular fields or disciplinary areas.
You will find support in your studies not only from your immediate supervisory team but also from the PGR Lead in your home department – Dr Mikhail Soloviev (Biological Sciences), Professor Margaret Collinson (Earth Sciences), Dr Innes M. Keighren (Geography), and Professor Dawn Watling (Psychology) – and from the Doctoral School. We are here to help, so please do not hesitate to ask questions or to seek advice, particularly as you settle into your studies. Dr Innes M. Keighren
School of Life Sciences and the Environment contacts
Role Name Email Phone Room
Head of School Professor Tamar Pincus [email protected] 01784 443523 Wolfson 114
School Director of PGR Education
Dr Innes Keighren [email protected] 01784 443722 QB180
School helpdesk* [email protected] 01784 276884 Wolfson 118
* For the majority of your non-academic related issues, please contact the Doctoral School. However, for queries about teaching contracts, expenses (in most cases) and study space within the school, please contact the School of Life Sciences and the Environment helpdesk.
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The Student-Staff Committee in the School of Life Sciences and the Environment contacts The School of Life Sciences and the Environment is keen to hear the views of its postgraduate students through a new School-level Staff-Student Committee. It is anticipated that meetings of the Committee will be held termly, beginning in the autumn.
Postgraduate representatives from the School’s four departments will be appointed and the Students’ Union will also provide representatives with appropriate training and support in order to allow them to undertake their roles effectively. The Committee is an important forum in which issues that concern postgraduate students particularly can be aired and in which solutions can be discussed and identified.
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The Department of Earth Sciences
The Department of Earth Sciences was created, originally as the Department of Geology, at Royal Holloway in 1985 by the merger of former Departments at Bedford, Chelsea and King’s Colleges (all part of London University). The department is committed to providing an educational environment in which learning and research are inseparable. It aims to foster academic excellence at all levels of study and was awarded the top grade of “Excellent” in a national Teaching Quality Assessment. The most recent national Research Excellence Framework (REF2014) reported that in its assessment 94% of research has been classified as 4* world leading and 3* internationally excellent in terms of originality, significance and rigour. By this criterion, Earth Sciences is 2nd place among UK universities.
The Department of Earth Sciences is located on the first floor and basement of the Queens Building. The main door at the front of the building is locked from 18:00 to 8:00 and at weekends. During these times you can still access the building using your college card. Dan Parsonage in room 265 will issue you with access to the building and labs. Part of the foyer on the first floor serves as a common room area for staff and students. All students are welcome to use this common room area. The fire alarm is tested once a week at 10:05 am on Thursday morning.
Academic staff within the Department of Earth Sciences
Professor Jürgen Adam is Head of Department Professor Margaret Collinson is the Department PGR Lead
Name Room Phone (01784)
Prof. Jürgen Adam 216 44 4258 [email protected]
Dr Anirban Basu 251 41 4083 [email protected]
Dr Domenico Chiarella 281 44 3890 [email protected]
Dr Kevin Clemitshaw 243 41 4026 [email protected]
Prof. Margaret Collinson 254 44 3607 [email protected]
Dr Alex Dickson 253 44 3834 [email protected]
Prof. Howard Falcon- Lang 277 41 4039 [email protected]
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Dr Rebecca Fisher 244 44 3628 [email protected]
Dr Richard Ghail 245 27 6766 [email protected]
Dr Amy Gough 268 tbc [email protected]
Dr Nathalie Grassineau 276 44 3810 [email protected]
Prof. Agust Gudmundsson 282 27 6345 [email protected]
Prof. Robert Hall 268b 44 3592 [email protected]
Prof. Javier Hernández-Molina 267b 44 3604 [email protected]
Dr Saswata Hier- Majumder 252 41 4040 [email protected]
Prof. Martin King 238 41 4038 [email protected]
Dr Paula Koelemeijer 242 27 6834 [email protected]
Dr David Lowry 276 44 3105 [email protected]
Dr Christina Manning 246 44 3835 [email protected]
Prof. Dave Mattey 250 44 3587 [email protected]
Prof. Jason Morgan 270 44 3606 [email protected]
Prof. Euan Nisbet JBB- 009 44 3809 [email protected]
Dr Nic Scarselli 222c 44 3597 [email protected]
Dr Giulio Solferino 249 44 3585 [email protected]
Prof. Matthew Thirlwall 222 44 3609 [email protected]
Prof. Paola Vannucchi 279 44 3616 [email protected]
Prof. David Waltham 247 44 3617 [email protected]
Dr Ian Watkinson 278 41 4046 [email protected]
Technical staff within the Department of Earth Sciences
Role Name Room Phone Email
Technical Operations Manager
Mr Dan Parsonage 215 44 3595 [email protected]
Deputy Technical Operations Manager
Mr Kevin D’Souza 219 44 3610 [email protected]
IT Manager Mr Mark Longbottom 224 44 3622 [email protected] c.uk
Research areas within the Department of Earth Sciences Prof Jürgen Adam - Coupled tectonic, climate and surface processes; Geodynamic modelling of thrust belts, accretive and non-accretive convergent margins; Salt Tectonics in passive margin sedimentary basins; Physical simulation of rock deformation from basin to fracture scale; Fault & fracture mechanics, Tectonic modelling of structurally complex basins and reservoirs; Neotectonics and geohazards at continental margins and intra-continental strike-slip faults. Dr Anirban Basu - Isotope geochemistry, Bio-geochemical metal cycling, Contaminant transport and remediation, Environmental geochemistry and micro-biology, Redox-sensitive isotopic tracers. Dr Domenico Chiarella – Sedimentology. Tidal deposits, mixed siliciclastic-bioclastic sediments, sedimentary petrography and provenance analysis, tectonic and sedimentation of coarse-grained deltas, seismic interpretation and attribute analysis, reservoir characterisation.
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Dr Kevin Clemitshaw - Sources, sinks and trends of gaseous air pollutants that impact on health and climate. Tropospheric chemistry and measurements of nitrous acid. Atmospheric chemistry, transport and impacts of organic nitrates. Prof Margaret Collinson - Tertiary floras, vegetation and climate; floras of the Cretaceous/Tertiary boundary event; evolution of wetland communities; fossil history of mammal/plant interactions; megaspore ultrastructure and the evolution of heterosporous plants; palynofacies; organic chemistry and chemical composition of plant fossils and their role in kerogen formation. Dr Alex Dickson – Trace metal geochemistry and isotope geochemistry of marine sedimentary deposits, palaeoclimate and palaeocenaography, environmental change during the Cenozoic and Mesozoic climate events.
Dr Rebecca Fisher - Modern climate change, measurement of greenhouse gases in the atmosphere, emissions calculations, stable isotope analysis of methane for source identification. Prof Howard Falcon-Lang - the evolution of terrestrial ecosystems and palaeoclimates. Current projects include the origin and early evolution of reptiles in mid-Carboniferous, the collapse of the first rainforests in Late Pennsylvanian times, and the explosive appearance of flowering plants in the Cretaceous Period.
Dr James France - Determination of sources and quantification of greenhouse gases from a local, regional and global perspective. Snow and sea-ice chemistry and physics. Dr Richard Ghail – Radar investigations of tectonic processes on Venus and Earth’s continental areas, especially the London platform, applied to Civil Engineering activities. Lead Scientist on EnVision, an ESA/NASA mission to use radar to determine rates of geological activity on Venus and learn why it has evolved so differently to Earth. Dr Amy Gough - Understanding the evolution of sedimentary basins and basin fill using applied clastic sedimentology and provenance studies. Southeast Asian Geology, specifically looking at sedimentary source identification and routing pathways in terrestrial to deltaic systems through petrographic and single grain analysis. Dr Nathalie Grassineau - Early life and the rise of oxygen in the Archaean, by determining microbial activity using carbon and sulphur isotopes. Volcanic activity and hydrothermal vents in spreading ridges, using stable isotopes. Director of the Wet Geochemistry laboratory, analysing geological, environmental and archaeological materials for major and trace elements. Prof Agust Gudmundsson - Volcanotectonics, dyke emplacement and caldera formation; Seismotectonics, development of seismogenic faults; Reservoirs of oil, gas, ground water, and geothermal water; Rock fractures in geological processes
Prof Robert Hall - Geology of the Alpine-Himalayan chain, (E Mediterranean and M East.). Development of island arcs and marginal basins. Ophiolites: emplacement, origin and significance. Relationships between sedimentation, deformation, ophiolites, metamorphism and volcanic development in SE Asia and W Pacific. Plate tectonics of SE Asia and WPacific: implications for climate and biogeography. Dr Javier Hernández-Molina – Clastic sedimentology: bedforms and processes in deep-water continental margins (Iberia, southern Atlantic). Oceanic circulation patterns.
Dr Saswata Hier-Majumder - Computational geophysics, including microgeodynamics, magma ocean crystallization, detection of partial melting atop the core-mantle boundary and the mantle transition zone, and migration and storage of partial melt in the Earth. Numerical modeling of multiphase flow and analyzing seismic and electrical conductivity data from various sources.
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Prof Martin King – Snow, ice and atmospheric chemistry and physics; the effect of atmospheric aerosol on modern climate change; the calibration of Earth observing satellites using sea ice and desert dust. Dr Paula Koelemeijer - Global seismology, including seismic observations, seismic tomography, normal modes and uncertainty characterisation. Focus on the deep Earth, lower mantle structure and dynamics, topography on the core-mantle boundary and planetary evolution. Linking seismology with geodynamic modelling and mineral physics insights. Dr David Lowry – Use of stable isotopes to understand geological, environmental and atmospheric problems, including sources of greenhouse gases in the atmosphere, formation of mineral deposits and intrusions, and development of the Neoproterozoic rocks of Scotland. Development of new instrumentation for greenhouse gas analysis. Dr Christina Manning – Application of whole rock and mineral geochemistry to better understand open system processes occurring in shallow level magma storage systems and they effect eruptive behaviour. Prof David Mattey - Application of stable isotope geochemistry to solving geological and environmental problems. Development of instrumentation and techniques for stable isotope microanalysis. Chemical climate proxies and their use in palaeoclimate reconstruction. The role of cave and karst processes on climate recording by speleothem in different environments. Links and teleconnections between precipitation and atmospheric circulation in NW Europe, Mediterranean and Asia. Prof Euan Nisbet - Komatiites and mantle evolution; the global carbon cycle both past and present; global environmental change. Dr Nicola Scarselli - Seismic geomorphology, structural geology and petroleum geology. Dr Giulio Solferino - Georesources, specifically hydrothermal copper ores and porphyry type deposits with a focus on Irish Palaeozoic terrains. Additional research interests: Pallasite meteorites and experimental petrology/geochemistry. Prof Matthew Thirlwall - Geochemistry, particularly combined chemical Sr-Nd-Pb isotope studies of subduction related magmas, crustal contamination processes and ocean island magmatism. Geochronology and magmatism of the Caledonian Orogen. High precision analytical techniques including thermal ionisation mass spectrometry, isotope dilution and XRF. Prof Paola Vannucchi – Structural geology. Global tectonics and convergent margins. Earthquake geology. Geology of Italy.
Prof Dave Waltham - Numerical modelling of seismic data, hanging wall and footwall deformation; carbonate platforms; evaporites; simple clastic systems. Dr Ian Watkinson – Structural geology, particularly active tectonics, ductile shear zones, exhumation of metamorphic rocks and the major strike-slip faults of SE Asia. Geohazards and urban seismic vulnerability.
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Masters by Research in the Department of Earth Sciences The Masters in Earth Sciences by Research (often abbreviated to MSc by Research or MSc by Res) programme is for students who wish to pursue research in a selected field of the Earth Sciences for a period of one calendar year full time or two calendar years part time and be awarded a Masters degree.
The focus of the degree programme is an independent research project chosen by the student through discussion with their supervisor. It may be possible to arrange co-supervisors from other Universities, Research Institutes or Industry, to benefit from their specialist expertise. Students will receive training in research skills, including data collection, data handling and analytical techniques as well as transferable and presentation skills. The research is presented for examination in the form of a dissertation – for details of requirements see Appendix 1 in the Research Degree Regulations.
Your progress will be discussed at meetings with your supervisor, RHUL co-supervisor or advisor, and a member of staff independent of your supervisory team. You will also present a research seminar.
During their studies students may attend taught courses if they are relevant to their training needs. There are also a wide range of other training opportunities available in the College including the Researcher Development Programme.
Facilities and resources within the Department of Earth Sciences
Coffee Machine – You are welcome to use the coffee machine in the department foyer. Drinks cost £1.00. Computing – All computing and IT in the department is managed by Mark Longbottom and Frank Lehane (room 224). All questions and queries concerning IT matters should be directed to them. If there is a need to contact the central college IT department please contact Mark or Frank first. If you have special computing requirements please also contact Frank or Mark. Photography, poster printing and microscopy – Any photographic work essential to research can be undertaken after consultation with supervisors. Two weeks’ notice is needed for work to be carried out, see Kevin D’Souza (room 219). The department has an optics lab for photomicroscopy. There is also a large format plotter available for printing displays/posters for conferences etc., (charges will apply). For all access see Kevin D’Souza. For access to scanning electron microscopy contact Sharon Gibbons, (charges will apply).
Photocopier and Printer – A photocopier/network printer/scanner for student use is located by the notice boards outside room 201. For printing from your computer check with Mark and Frank if you have the correct driver software installed. You will be billed periodically for your usage:
5p per black and white, A4 copies.
10p per colour A4 copies.
10p per black and white A3 copies.
20p per colour A3 copies. Laboratories – There are a number of laboratories with both routine and specialist facilities. Your supervisor will advise you about those relevant to your research. Charges will apply. Lyell Geoscience Society – All students are invited to join this student-led society. The society organises visiting speakers in a variety of Geoscience subjects and career events as well as a range of social events throughout the year. Applications to Research Management Committee for funding – small amounts of funding (e.g. for laboratory or field work costs, or for conference attendance) may be requested from the RMC which has three application
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deadlines per year. An email inviting applications will be sent to all students in advance of each deadline. Publications, Posters and Conferences – In the Department of Earth Sciences, all research students are encouraged to attend national and international conferences to ensure they are able to consider their work in a wider context and to view “cutting edge” science. MPhil to PhD students are expected to present their research at these meetings in the 2nd and 3rd years. Students should ask supervisors to suggest relevant conferences; announcements of conferences are also posted on the notice board near room 201.
Postgraduate students are actively encouraged to present posters at conferences and publish the results of their work. Full departmental facilities are available to permit these activities whether or not they are joint contributions with supervisors. With exceptions, it is normal practice for supervisors to be involved in, and be co-authors of, posters and publications arising from a student’s supervised research. In all situations, however, the department’s name and address must be quoted. Publication and participation in conferences etc. not only enhance a student’s employment opportunities but also the reputation of the department.
Posters that have been displayed at conferences during the year are also displayed in the department on the final seminar day each year. A prize is awarded for the best poster. Posters may also be displayed on the boards attached to the walls of the main corridors. Contact Kevin D’Souza or Dan Parsonage if you wish to display a poster.
All materials for publication or posters should be shown to supervisors first to respect confidentiality of departmental research in progress and to ensure high standards are maintained. It is important to incorporate preprints, offprints and drafts of papers as appendices in a monograph format thesis.
You may submit a thesis in a format other than a monograph including chapters which are publications. See Section 13 of the Research Degree Regulations.
Earth Sciences supervisions, external liaison, monitoring progress, annual review and upgrade
You will meet regularly with your supervisor during the academic year. It is expected that face-to- face meetings will take place, at minimum, once every two weeks.
Your academic progress is formally reviewed at least once every 12 months, unless you have interrupted your studies, in which case the review will take place not more than two months after you have formally resumed your studies.
Annual reviews and upgrades are conducted in a face-to-face meeting between you and a staff panel. Annual reviews will be conducted with at least one member of the supervisory team present plus one member of staff who is completely independent of the supervisory team. For upgrades from MPhil to PhD, the panel will include a minimum of three staff members, with at least one member of the supervisory team and one member of staff who is completely independent of the supervisory team in attendance.
Meetings with supervisors and documentation of those meetings for all students
All students can expect regular meetings to discuss the project, monitor progress and explain theory or practical. Face-to-face meetings with your supervisor in person should take place on average once every two weeks. During the first term of study, students can expect an average of 1- 2 hours per week. About 1 hour per week is usually appropriate during subsequent periods prior to write-up. For PhD students, after 3 years, ‘regular meetings’ normally means review of thesis chapters within one week of completion. It is never good practice to wait until and entire thesis draft has been completed before seeking or obtaining feedback.
Students are expected to:
Produce a written record of all the important meetings with their supervisor in summary bullet point form
Record the key issues/topics discussed, the agreed future work plans and timetables for the work.
Email the record to the supervisor to obtain their agreement.
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Both the student and the supervisor should keep copies of all these documents, including emails, for the duration of your thesis studies. If a supervisor is absent for periods of more than 2 weeks, the supervisor and student are to agree to an interim supervisor, normally someone from their thesis committee. Colleagues from other institutions should only be used if they are readily accessible. Students should also inform supervisors about time spent away from their research, which is not to exceed more than six interruptions of study and the applications for interruption must be completed prior to the start of leave. You should contact the Doctoral School for guidance on the Interruption of Studies procedure.
Information and progress monitoring procedures for MSc by Research students. It is very important that students consult the Research Degree Regulations appendix 1 at the start of their work for guidance regarding the requirements of the thesis. The thesis must be submitted within 12 months full time or 24 months part time. To demonstrate satisfactory progress at a review progress meeting the student must produce work that:
Documents and shows understanding of the context and underlying justification for the project, clearly states the aims and objectives and describes and interprets results.
Demonstrates progress suitable for the stage reached (see below) and includes a clear, well- justified plan for future work with timetable.
All written work should be presented at the standard required in a draft thesis chapter – with logical order, appropriate headings and subheadings in ranks and with images/diagrams designed to fit in an A4 thesis page allowing for margins as required in the regulations. The specific requirements for written work should be discussed with the supervisor. In addition, a satisfactory seminar presentation is required.
Guidance for MSc by Research seminars
All MSc by Research students will present a seminar to the department on a Wednesday afternoon 4 months after starting their research. For most students starting in September this will be in late January or early February. Special arrangements will be made for late starters.
Duration – 15 minutes plus 5 minutes discussion.
Content to include – background to the project, aims, hypotheses to be tested, materials and methods to be used, initial results and interpretation.
Progress Monitoring Meetings for MSc by Research students First progress meeting held at 4 months: Preferably held on the Thursday or Friday of the same week as the seminar presentation, if not, then the week after. Work required: At least one week prior to the meeting:
A draft ‘Aims and objectives of thesis’
A draft ‘Background to research’ to include a review of essential literature and be suitable
for use in thesis.
Other written work as requested by supervisor, for example, initial results and interpretation.
Plan and timetable for future work.
Record of meetings.
Training log.
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Intermediate meeting at 6 months: No specific work required (discuss any requirements with supervisor) but an extended discussion of work that has been accomplished and what still needs to be done to ensure that plans are clear and sufficient progress is being made. Second progress meeting at 8 months, at the latest. Work required:
A draft thesis introduction including aims and objectives.
A draft thesis chapter, or major section of a large chapter, which must use, interpret, discuss in depth and draw conclusions from, your own data obtained during the MSc work. This work should be presented in the format and to the standard expected for a thesis chapter.
Other written work as requested by the supervisor.
Complete thesis plan with all major headings and subheadings.
Plan and timetable for future work.
Record of meetings.
Training log.
Part-time students – These timings would be extended pro rata for part-time students. For example the seminar would be in early June of the first year (at 8 months), the first progress monitoring meeting around the same time. The intermediate meeting would be at 12 months and the second progress meeting at 16 months.
General progress monitoring procedures for MPhil to PhD students
Review and upgrade committee requirements: It is a college requirement that the Annual Review must be conducted with at least one member of the supervisory team present plus one member of RHUL staff who is completely independent of the supervisory team. In Earth Sciences we expect that all departmental supervisors (and/or advisors) will be present. Upgrade meetings must include at least three members of staff including one of the supervisory team and a RHUL staff member. External co-supervisors should be invited to attend if they wish but there is no expectation that they will be present. An annual review meeting is required in years 1, 2 and 3. All students who have not submitted by 3 years and 6 months of study (pro rata for part-time students) will have a meeting with the Department PGR Lead.
The general components of all progress meetings
At least one week prior to the meeting you are required to produce written work including all of that listed below as well as anything else requested by supervisors.
Seminar presentation relevant to year (1,2 or 3).
At the meeting you must demonstrate satisfactory progress in data gathering and interpretation.
Discussion of progress and written work.
Opportunity to raise any issue.
In years 2 and 3 a complete thesis plan with chapter headings and sub-headings is required.
In year 3 annotations on the thesis plan should be used to show work status for each chapter and timeline for completion of thesis.
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Specific requirements for year 1 Annual Review MPhil to PhD students
To be undertaken in month 8 and completed by end of month 9 at the latest (pro rata for part-time students). To demonstrate satisfactory progress at the year 1 annual review an MPhil to PhD student must produce written work that:
Documents and shows understanding of the context and underlying justification for the project (this is typically based on literature review).
Clearly states the aims and objectives of the project.
Describes, interprets and discusses initial results.
Demonstrates a clear, well justified plan for future work for the next year with basic timetable.
The written work should be presented at the standard required in a draft thesis chapter – with logical order, appropriate headings and sub-headings in ranks and with images/diagrams designed to fit an A4 thesis page allowing for margins as required in the regulations.
In addition a satisfactory 1st year seminar presentation is required.
The specific requirements for written work should be discussed with the supervisor. The minimum documentation to be provided at the first year review is:
Written work specific to project as required by supervisor (at least one week before the review).
Bullet point list of major achievements and future plans for the next year with timetable.
Bullet point record of major meetings with supervisor, with dates and key agreed actions/plans/decisions (an example is given to all students at induction).
Up to date training log record. A doctoral training needs analysis log may be found here Training Record.
Printed receipt to show that you have completed the Postgraduate Questionnaire for college.
Satisfactory performance at year 1 seminar.
All year 1 Annual Review students should agree with panel the requirement for item 1 of upgrade. At the end of the annual review meeting the panel will fill in a Research Degree Student Annual Review form which will be signed by panel members present at the review and will provide details of the outcome of this meeting. You will be given an opportunity to fill in comments at the end of the form, should you so wish. If work presented is not judged to be satisfactory the panel may decide that it is necessary to issue a formal warning. Details of the formal warning process, which could lead to termination of registration, are outlined in the Research Degree Regulations.
Departmental procedure for upgrade from MPhil to PhD
1st attempt is required by 20 months and upgrade must be completed by 24 months (pro rata for part-time students). Upgrade committee requirements – For upgrades from MPhil to PhD, the panel must include a minimum of 3 members, with at least one member of the RHUL supervisory team and one member of RHUL staff who is completely independent of the supervisory team in attendance. In Earth Sciences we expect that all departmental supervisors (and/or advisors) will be present. External co- supervisors should be invited to attend if they wish but there is no expectation that they will be present.
To demonstrate progress suitable for upgrade from MPhil to PhD a student must produce the following work:
At least one week prior to meeting, a piece (or pieces) of written work, at minimum suitable for inclusion as a thesis chapter (ideally suitable for publication), at least one of which must use, interpret, discuss in depth and draw conclusions from, your own data obtained during the MPhil to PhD work. This work should be presented in the format and to the standard expected for a thesis chapter or for the journal for which it is intended. Literature review alone is not adequate for upgrade.
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2nd year seminar presentation, considered satisfactory by supervisor, adviser and members of the Research Management Committee.
Other items as requested by supervisors.
Completed training log.
Record of meetings with supervisors.
Complete thesis plan with all major headings and subheadings. (Please check instructions and notes on submission for required introductory content).
Plan and timetable for future work
Upgrade meeting:
Optional 15 minute presentation (if not identical to one given in the department). Presentation will also benefit external supervisors who could not attend seminar.
Defence/discussion of written work.
Discuss areas with room for improvement.
Opportunity to raise any issues.
At the end of the upgrade meeting the panel will fill in an Upgrade form which will be signed by panel members present at the upgrade and will provide details of the outcome of this meeting. You will be given an opportunity to fill in comments at the end of the form, should you so wish.
The panel may indicate that they are satisfied with a student’s progress and hence confirm that the student has successfully upgraded from MPhil to PhD, where relevant. However, in some cases the panel may feel that the work presented is not of the required standard and may decide not to permit the student to upgrade at that time. Where work presented is unsatisfactory, details of the problems and the course of action to be taken will be noted in the form, or as an attachment to it. Additionally, the panel may decide that it is necessary to issue a formal warning. Details of the formal warning process, which could lead to termination of registration, are outlined in the Research Degree Regulations.
If you fail to upgrade from MPhil to PhD on the first attempt, the panel may permit you to have a second and final attempt, which must take place before the end of 24 months for full-time study or 48 months of part-time study.
Full details are outlined in the Research Degree Regulations.
Guidance for MPhil to PhD seminars
Prizes are awarded for the best MSc by Research or 1st year MPhil to PhD seminar and best 2nd year MPhil to PhD seminar. Seminar 1 (1st year) – one day between late January and end of March year 1 – All MPhil/PhD students are to give 1st year seminars on a single Wednesday afternoon (or more afternoons depending on numbers) (pro rata for late starts and part time). Any January starters will give seminar in late May or early June.
Duration – 15 minutes plus 5 minutes for discussion.
Content to include – background to project, aims, hypotheses to be tested, materials and methods to be used, some initial results (NB examples of results at this stage could be from own data or could be important references following in depth critical literature review).
Seminar 2 (2nd year) – one day between early February and end March year 2 – All MPhil/PhD students are to give 2nd year seminars on a single Wednesday afternoon (or more afternoons depending on numbers).
Duration – 20 minutes plus 5 minutes discussion.
Content to include – current results (from own data) with discussion, presented to international standard and content of publication quality; specific firm plans for all future work. If seminar judged unsatisfactory it would have to be repeated prior to upgrade from MPhil to PhD.
Seminar 3 – between term 1 of year 3 and departure from College – MPhil/PhD students are asked to offer a seminar as part of the departmental seminar series at lunchtimes. You may wish to use this seminar to present a talk also intended for a conference so that you can obtain feedback.
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Duration – 23 minutes plus 5 minutes discussion (shorter time allowed if specific to conference presentation).
Content to include – major outcomes of research, presented to international standard and content of publication quality.
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Summary of PhD and MPhil students’ monitoring requirements
ACTION REQUIREDD
D
HOW IT IS DONE TIMING DOCUMENTS REQUIRED GIVE TO
Year 1 Project proposal and description
This is written by the supervisor(s) in discussion with the student, where applicable. All projects have to be seen and agreed by the Research Committee. In the majority of cases this has been done well before the commencement of the project.
Maximum 2 months
Proposal form available from PCC PPC for RMC
Training Log for new students
Supervisor and student meet to identify main training needs and to agree on how these will be met. Both of you will complete the appropriate form together.
Within 1st
month
College Training Log form Student Supervisor
Annual Review meeting 1
This is a meeting between the student, supervisor(s) and advisor(s) and an independent staff member. The purpose is to provide the student with written feedback on their performance, review training progress and set targets for upgrade to PhD where applicable. For this meeting, the student prepares a 6-12 page report stating thesis aims methods, achievements to date and future work with a brief timetable. The conditions for upgrade will be agreed and a written record kept. (Typical requirements would include written work that demonstrates the students’ ability to interpret their own results). Good practice is to prepare first draft within 15 months and get feedback from supervisors. A literature review is not sufficient. An oral presentation is also required (see seminar 2 below).
Within 8-9 months
1 College Research Degree Student Annual Review Form 2 Written work as requested by supervisor demonstrating progress. 3 List of future plans with timetable. 4 Record of major meetings with supervisor with dates and key agreed actions. 5 Completed Training Log. 6 Printed receipt to show that you have completed the College Postgraduate Questionnaire. 6 Satisfactory performance at relevant seminar for the year.
DPL or PCC
Seminar presentation 1, Aims
15 minute seminars organised and monitored by DPL on postgraduate day.
Months 5-6
All years
Display poster
Posters prepared for conferences to be displayed on postgraduate seminar days. There is a prize for the best poster.
March The poster Display on day
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Year 2 Upgrade – decision (usually combined with Annual monitoring meeting).
On its own does not require further meeting. The panel, which must consist of three staff including one supervisor and one independent member, decides whether conditions for upgrade have been met and whether the student demonstrated that he/she can work independently at the PhD level as appropriate for the subject area. Upgrade meeting must include an independent staff member in addition to the supervisor(s) and advisor.
1st attempt by 20 months. Must be complete by 24 months.
1 College Research Degree Student Upgrade Form. 2 A piece(s) of written work suitable for inclusion as a thesis chapter, written to thesis submission standard, at least one of which must use, interpret, discuss in depth and draw conclusions from your own data obtained during the MPhil to PhD work. 3 All Annual review documents (see below) if meeting is combined. 4 Other written work as required by the
supervisor. 5 Satisfactory performance at 2nd
year seminar.
DPL or PPC
Year 2 Annual Review meeting 2
A meeting between the student, supervisor(s), advisor(s) and an independent staff member. The purpose is to review the progress of the studies and training needs. This meeting is usually used to make decision on upgrade. Student must provide progress report with thesis outline as well as other documentation (draft manuscript, written discussion of students own results, industrial report etc.), which was required as a condition for upgrade to PhD. See also seminar 2.
Within 20 months
1 College Research Degree Student Annual Review Form. 2 Completed College Training log. 3 Student progress report. 4 Written work specific to project. 5 List of major achievements and future plans. 6 Record of major meetings with Supervisor with dates and key agreed actions. 7 Printed receipt to show that you have completed the College Postgraduate Questionnaire.
8 Satisfactory performance at 2nd year seminar. 9 Complete thesis plan with chapter headings and subheadings.
DPL or PPC
Seminar presentation 2 ‘initial results’
20 minute seminars organised and monitored by DPL on postgraduate seminar days. This seminar forms part of conditions for upgrade to PhD unless an oral presentation has been delivered at a National or International conference.
Months 17- 18 (prior to upgrade)
Display on day
Year 3 Annual Review meeting 3
A meeting between the student, supervisor(s), advisor(s) and an independent staff member and sometimes DPL. The purpose is to review the progress and discuss timetable to completion. Chapter(s) of thesis should be given to supervisors as early as possible (e.g. from 30 months) for feedback.
Within 32 months
1 College Research Degree Student Annual Review Form. 2 Completed College Training log. 3 Annotations on the thesis plan showing work status for each part of each chapter and timeline for completion of thesis. 4 Written work as requested by supervisor (should be thesis chapter). 5 Record of major meetings with Supervisor with dates and key agreed actions. 6 Printed receipt to show that you have completed the College Postgraduate Questionnaire. 7 Complete thesis plan with chapter headings and subheadings.
DPL or PPC
Seminar presentation 3 ‘key conclusions’
Students are invited to offer a 23 minute seminar to the department,
delivered between Term 1 of 3rd
year and departure from College.
Seminar Co- ordinator
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Year 4 Meeting with DPL
All students who have not submitted by 3 years 6 months will be asked to meet with DPL.
3 years 6 months
At least two days before meeting a copy of the thesis plan with all headings and subheadings (=thesis content list) annotated to show status. Bring to the meeting a lap-top or external hard drive containing a folder for each thesis chapter with all text and illustrations clearly organised in the folder.
DPL
RMC = Research Management Committee PPC = Postgraduate Programmes Coordinator DPL = Department PGR Lead
Department advice on preparing for the thesis submission and viva Originality check to help avoid plagiarism
There is an opportunity to check originality, which allows students, in consultation with supervisors, to upload draft thesis chapters for checking originality using Turnitin. The aim is to ensure that students understand and avoid plagiarism. There are help documents for supervisors on the Moodle page and all Earth Sciences staff supervisors are enrolled. Please ask your supervisor to put a Turnitin assignment onto the Moodle page. You submit your work to that assignment. The originality report is then discussed with your supervisor.
Advance preparation Attend the relevant college Researcher Development Programme course.
After submission take a break (c.2 weeks) without looking at your thesis.
Plan your schedule in advance to allow for this.
Be aware that your viva will be recorded
Plan and prepare
In good time (at least 2 weeks) before the viva re-read the entire thesis. Note in pencil in your copy, or in a separate list, items needing correction. If you find a major problem do not panic! Consult your supervisor, advisor or Department PGR Lead for advice.
If you decide that a section, or even a chapter, needs re-writing, a figure needs re drafting, or new text or illustration is needed, complete these revisions and take copies to the viva.
Ensure that you are familiar with the most up to date key publications in your field, including those published after you submitted and after you finished the relevant chapters.
Discuss what to expect in your viva with your supervisor, you may request a mock viva if you wish.
What to take with you
Your own adequately bound copy of the thesis which should be identical in content and pagination to those the examiners have
notes/lists of minor corrections
any revised items; any draft manuscripts or reprints of published papers (not already included in the thesis); paper and writing materials
any personal items (such as you would have taken to a College written exam, e.g. a drink, snack, medication)
If you wish to ask examiners if you may give a short power point presentation, take this with you on your laptop, ensure that the room for your viva will have a data projector and that you can connect to that projector. If you would like to have access to a whiteboard for your viva please ask your supervisor to book an appropriate room.
In the viva The viva is a formal examination and all individuals (candidates and examiners) vary in their behaviour in such
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circumstances. Your aim should be to relax and enjoy an in depth discussion with your examiners.
The viva is sometimes referred to as a ‘thesis defence’. If your work is criticised you should, indeed, defend it but you should also be receptive to the examiners opinions, comments and criticism. Ask if you wish to leave the examination briefly (e.g. toilet break). The examiners must satisfy themselves that the thesis:
Is genuinely the work of the candidate.
Forms a distinctive contribution to knowledge of the subject.
Affords evidence of originality by discovery of new facts and/or exercise of independent critical power, is satisfactory as regards literary presentation.
Is of a standard to merit publication, in whole or in part or in a revised form.
Demonstrates a deep and comprehensive understanding of the field of study and the capacity for objective judgement in complex situations.
Vivas often last between two and three hours, but the duration is at the discretion of the examiners.
Questions, comments and discussion are at the discretion of the examiners and may cover a very wide range of topics. At one moment they may focus on a single sentence, at another on the relevance of your work to related disciplines. Prepare mentally for the unexpected question, have confidence in the fact that nobody knows more about your work than you do.
Liaison with industrial and other external sponsors. Many postgraduate students are either directly supported by sponsorship from industry, are involved in research projects supported by industry, or are working on projects where valuable date (e.g. seismic data) are supplied by industry. It is absolutely essential that you maintain the correct and proper relationships with such partners if you have any such industrial links (or other links, e.g. NHM or Rutherford Appleton Laboratories). With the supervisors advice, the postgraduate student should always seek permission or approval from the appropriate industrial company to present any results from such industry sponsored research or industry supplied data well in advance of the presentation date (i.e. at least two to three months as in most cases – e.g. seismic data from the North Sea, approval from the company’s partners may also need to be obtained and this may involve as many as ten or more additional companies). In all cases approval must be obtained in writing for the presentation of the research results and particularly for the presentation of data supplied directly by the company. In some cases the company may wish to keep the data confidential – this wish should always be respected and the student is then advised to negotiate through his/her supervisor the conditions for including such data in future presentations and in the thesis. These principles also apply to data supplied by supervisor for your research project. Students must also seek supervisor’s approval before submitting reports or data products to sponsors to respect confidentiality of departmental research in progress and to ensure high standards are maintained.
The same principles as outlined above also apply to the publication of any industry sponsored research and permission must be obtained in advance for any industry supplied data to be included in any publication, poster or thesis. Normally there will be no problem as long as sufficient advance notice is given – in all cases the liaison must be conducted through your supervisor.
It is common courtesy to offer to present the results of any industry associated research to the appropriate company and to provide them in advance with copies of any abstract or publication arising from such research.
Industrial partners supply a huge amount of valuable data for our research programmes as well as providing a large amount of financial assistance and sponsorship. Thoughtful and considerate liaison with our industrial sponsors is essential for both your own research project and for your future employment prospects.
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Departmental Health and Safety information for laboratories, field work and lone working Health and safety
A first aid kit is currently located outside the office of Dan Parsonage, room 265. Some laboratories also have their own first aid kits.
Every student prior to undertaking any laboratory work (at RHUL or elsewhere) or any field excursion MUST complete a Risk Assessment form. This form can be found on Moodle and should be returned to Dan Parsonage at least two weeks in advance.
Advice can be gained from the Departmental Health and Safety Coordinator, Dan Parsonage.
Safety aspects relevant to some facilities and laboratories are however, overseen by laboratory supervisors who should always be consulted.
Postgraduate students bear the primary responsibility for their own safety during their work and that of people around them. Postgraduate demonstrators, when assisting with teaching and field excursions, are regarded by the Health and Safety at Work Act as employees of the College, with the same responsibilities as salaried members of staff. It is therefore essential that every postgraduate student reads and observes the department’s handbook ‘Code of Practice on Safety Matters for Staff and Postgraduate Students’ given out at induction. This sets out the structure of safety responsibility in the department.
Lone working The College has a Lone Working Policy and Procedure:
Lone working is defined as working during either normal working hours at an isolated location within the normal workplace (Monday – Friday 08:00 – 18:00) or when working outside of normal hours (Monday – Friday 18:00 – 18:00, weekends, bank holidays and when the college is closed).
There are many areas in the Department where staff and postgraduate students work alone. In the majority of cases this will be without significant risk (e.g. persons working alone in offices with appropriate safety precautions in place). However, working alone can introduce or accentuate hazards (e.g. lack of assistance if needed, inadequate provision of first aid, sudden illness, violence, emergencies, failure of services and supplies, etc.).
Each laboratory/area manager or supervisor is responsible for the identification of lone working activities within his/her area of responsibility and to undertake the appropriate risk assessments which identify the risk to lone workers and the control measures necessary to minimise the risks, as far as reasonably practicable. Only personnel authorised by their supervisor and lab manager will be permitted to work alone.
Subject to the findings of the Risk Assessment, the department requires that a person working alone or out of hours will:
Keep a method of communication with them at all times in case of an emergency, e.g. Telephone.
Inform supervisor during office hours/family member, friend (buddy system) or Security after hours of his/her intention to work alone/after hours.
Requirement for Insurance for travel including in your own vehicle All students on field or conference/collaborative work overseas must take out travel insurance. The College provides a low cost policy that covers fieldwork which is organised by the College Finance Secretary [email protected] ext. 4958. You will need to complete the Student Leave of Absence form, which you can download from Moodle. The form should be completed at least two weeks prior to your trip, along with departmental cost-code (check with your supervisor).
If driving your own vehicle for any activity related to your studies (e.g. field trip, visit to another laboratory) then
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this is a business use. You need to check your personal insurance to ensure that this is permitted and you must complete a declaration for college – see details here. Queries may be sent to [email protected].
The Departmental Code of Practice on Safety for Staff and PGR students is available on Moodle under Health and Safety.
Other booklets which may be consulted are:
Undergraduate Handbook: a guide for BSc and MSci students
Health and Safety Guidance Manual (available from room 265).
Checklist of actions when you are leaving the Earth Sciences Department
Computer and work materials All equipment purchased on a College order is the property of Royal Holloway therefore it is essential that all equipment is returned in good order. If there is further collaborative work with the College it may be possible to use equipment on an extended loan basis. You must discuss any requests to borrow IT equipment with departmental IT staff. This also applies to College licensed software.
Ownership, use and publication. Ensure that you discuss the ownership, use and publication of data, photographs and audio-visual media with your supervisor.
Office and laboratory space
Desk, book shelves and filing cabinets – All these should be left empty and clean in the state you would wish to find them if you were arriving as a new student.
Laboratory areas – it is your responsibility to clean and clear away all your material. Please discuss first with the lab manager to ensure you use the correct disposal methods for each item according to the standard procedures for that laboratory. Leave nothing in the lab unless instructed to do so by lab manager or supervisor. Please be aware that leaving items behind (e.g. those that are difficult to dispose of or are unlabelled) will jeopardise a good reference for quality of laboratory work.
Passwords or access arrangements to shared computers, databases, group social media and software controlling instruments should be released to the lab manager or supervisor.
Keys – Return keys for laboratories, locked cupboards and restricted areas to supervisor or Dan Parsonage.
Data
Laboratory notebook – discuss with supervisor/lab manager. It is standard practice that laboratory notebooks remain in the laboratory. You may wish to make a copy for yourself.
Experimental data (lab, computer or elsewhere) – provide well-organised, fully-labelled, electronic copies of raw and processed data with supplementary meta-data to supervisor. Consider uploading data to a data repository such as zenodo.org. Having data on an online datacenter is required for RCUK publishing.
Computer-based data and interpretations/reconstructions using those – provide well organized, fully labelled, electronic copies to supervisor.
Images and photographs, including interpretations of those – provide well-organised, fully labelled, electronic copies to supervisor in format and resolution suitable for use in publication (e.g. tif for photographs).
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Methods, procedures, computer programmes and codes
For computational work organize all these items to professional standard in the dedicated computer and provide a table to your supervisor showing which items are in which directory.
For other work check if everything is fully documented in the thesis. If not, provide well organized, detailed electronic copy to supervisor.
This documentation should be sufficient to allow a future researcher to repeat your work exactly.
Specimens (in rock store, lab or office)
Includes rock specimens, thin sections, polished blocks, microscope slides, SEM stubs, etc. Discuss with supervisor/lab manager/rock store manager.
Unwanted Specimens – dispose of these, taking account of any Health and Safety or disposal regulations.
Specimens to be retained – ensure all are labelled. Make a catalogue/database if not already in thesis. Give catalogue to supervisor and move specimens to agreed storage area.
Thesis and draft manuscripts for publication
Provide and electronic copy of final corrected thesis (including all appendices) and of all draft manuscripts to supervisor.
Please ask your supervisor if they would like a bound hard copy of your thesis at cost (i.e. supervisor will pay printing and binding cost). If yes, it would be ideal if you would print and bind that copy.
Books
Borrowed books and instrument manuals – return to owner (supervisor, other staff, etc).
Your own books you no longer want – offer to others in your group or to the department (or leave on foyer tables with a note that they are free to take).
Paperwork
Printed journal articles – take with you, give to supervisor or throw away.
Your personal notes, hard copies or electronic – check if they include data or experimental records not documented elsewhere. If yes then see above. If no, take with you or throw away.
Research Group of supervisor specific requirements Check if your supervisor of research group has a leavers checklist and act on that as well.
