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ScHARR PGR Milestones
Key: 3YFT = Students on a 3 year full time PhD programme 6YPT = Students on a 6 year part-time PhD programme
Note: The time frames below are for students on PhD programmes with standard registration periods of 3 years FT/6 years PT. If you are on a PhD programme with a 3.5 years FT or 4 Years FT (or pro rata PT equivalent) standard registration period, or if you are on the shorter MD programme, please contact the ScHARR PGR Administrator for guidance on the time frames for completing the milestones below.
Month of study Milestone Action Required by Student and Supervisors (Forms for completion highlighted in red. All Forms available in the PGR Handbook or on PebblePad)
3YFT 6Y PT
3 6 3 Month / 6 Month Questionnaire
Students and supervisors to:
complete the 3 Month FT/6 Month PT Questionnaire and send it to the ScHARR PGR Administrator ([email protected]). The ScHARR PGR Administrator will pass the form to the ScHARR Quality and Progression Officer for approval.
begin to consider the content of the Confirmation Review report, in order that the Confirmation Review be completed by 12 months FT / 24 months PT.
ScHARR PGR Administrator to:
forward the 3 Month FT/6 Month PT Questionnaire to the Quality and Progression Officer for approval and then return it to the student and supervisors.
9 18 Preparation for Confirmation review
Lead supervisor to:
Complete the Confirmation Review Proforma and send it to the ScHARR PGR Administrator ([email protected]). The Proforma includes the date of Confirmation review meeting, proposed examiners and a short student progress update.
Liaise with the examiners to finalise arrangements for the viva once approval of the pro-forma has been received. ScAHRR PGR Administrator to:
Forward the proforma to the ScHARR Quality and Progression Officer for approval and then return to the supervisors. Note:
- It is recommended that a first draft of the Confirmation Review report is submitted by the student to the supervisor at this point. (Students who started their programme during or after the 2019/20 academic year, and who therefore have a hard 12-month deadline for their Confirmation Review first attempt, are advised to ensure they are nearing submission of their report at this point).
- Students must ensure that the word count is under 20,000 words in total (excluding references, appendices, tables and graphs). The word count must be indicated on the front page of the Confirmation Review report. Should the word count
be exceeded, that student will be asked to resubmit a report that meets the word count requirement, which may cause delays to the viva.
By 12 By 24 Confirmation Review first attempt
PLEASE NOTE THAT THE CONFIRMATION REVIEW VIVA MUST HAVE TAKEN PLACE BY THE 12 MONTHS (24 MONTHS PART TIME) POINT OF THE STUDENT’S PROGRAMME. Student to:
submit their Confirmation Review report via the Turnitin DRAFT slot and inform the PGR Administrator ([email protected]) once they have done so. The PGR Administrator will in turn notify the examiners.
complete the relevant sections of the Evidencing the DDP workbook on PebblePad (refer to the Student PebblePad guide in the ScHARR PGR Handbook).
complete the Data Management Plan (DMP) on PebblePad (refer to the Student PebblePad guide in the ScHARR PGR Handbook).
Supervisors to:
Approve the relevant section of the Evidencing the DDP workbook and Data Management Plan on PebblePad (refer to the Supervisor PebblePad Guide in the ScHARR PGR Handbook).
ScHARR PGR Administrator to:
Send Confirmation Review instructions and the RS Confirmation Review Form to the examiners prior to the viva, once the student’s notification of submission of their Confirmation Review report to Turnitin has been received.
Note:
- the DDP record and Data Management Plan need to be sent to the Confirmation Review examiners ahead of the viva. The most straightforward way of doing this is for the student to PDF the documents (Refer to the Student PebblePad Guide) and e-mail them to the examiners.
- Both supervisors should attend the viva with the student. Following the viva, examiners to
o complete, sign and send to the RS Confirmation Review Form to the ScHARR PGR Administrator ([email protected])
o Provide the student with feedback on their Confirmation Review report and viva. In the event of a Pass, ScHARR PGR Administrator to:
Send the RS Confirmation Review Form (indicating the examiners’ recommendation of a Pass) to the ScHARR Quality and Progression Officer for departmental approval.
Once approval is received from the ScHARR Quality and Progression Officer, send the RS Confirmation Review Form to RS for final Faculty approval. RS will send the formal outcome, and paperwork signed by the Faculty PGR Director, directly to the student. At this stage, formal Doctoral registration status has been conferred.
In the event of a second attempt Confirmation Review resubmission being required, ScHARR PGR Administrator to:
Confirm with the examiners the required date for resubmission of the Confirmation Review report.
Send the RS Confirmation Review Form (indicating the examiners’ recommendation of a resubmission) to the ScHARR Quality and Progression Officer for approval.
Send the approved RS Confirmation Review Form to the student and supervisors and ensure they are aware of the required date for resubmission and whether a further viva is required.
By 18 By 36 Confirmation Review second attempt (if required)
PLEASE NOTE THAT, IN THE EVENT OF A RESIT, THE CONFIRMATION REVIEW VIVA MUST HAVE TAKEN PLACE BY THE 18 MONTHS (36 MONTHS PART TIME) POINT OF THE STUDENT’S PROGRAMME. Student to:
submit their revised Confirmation Review report via the Turnitin DRAFT slot and inform the PGR Administrator ([email protected]) once they have done so. The PGR Administrator will in turn notify the examiners.
If necessary, update their Evidencing the DDP workbook and Data Management Plan on PebbplePad and send these to the examiners as PDFs (This will only be required if the examiners indicated at the Confirmation Review first attempt that there were concerns with either of these documents).
Supervisors to:
Liaise with the examiners to finalise arrangements for the second viva if one is required. ScHARR PGR Administrator to:
Send Confirmation Review instructions and the RS Confirmation Review Form to the examiners, once the student’s notification of submission of their revised Confirmation Review report to Turnitin has been received.
Examiners to:
complete, sign and send the RS Confirmation Review Form to the ScHARR PGR Administrator ([email protected]) indicating their final recommendation of a Pass or Fail.
Provide the student with feedback on their Confirmation Review report and viva. ScHARR PGR Administrator to:
Send the first attempt RS Confirmation Review Form and the second attempt RS Confirmation Review Form (indicating the examiners’ final recommendation of Pass or Fail) to the ScHARR Quality and Progression Officer for departmental approval.
Once approval is received from the ScHARR Quality and Progression Officer, forward both RS Confirmation Review Forms to RS for final Faculty approval. RS will send the formal outcome, and paperwork signed by the Faculty PGR Director, directly to the student. At this stage, formal Doctoral registration status will be conferred if the student has passed the second attempt. Should the student not have passed the second attempt, they will be downgraded to the MPhil programme.
24 48 Thesis Plan and Submission Review
Student to:
complete the relevant sections of the Evidencing the DDP workbook on PebblePad (refer to the Student PebblePad guide in the ScHARR PGR Handbook) and notify the PGR Administrator ([email protected]) once their supervisor has approved it.
Supervisor
Approve the relevant section of the Evidencing the DDP workbook on PebblePad (refer to the Supervisor PebblePad Guide in the ScHARR PGR Handbook).
ScHARR PGR Administrator to:
Notify the ScHARR Quality and Progression Officer that the Thesis Plan and Submission Review is ready for approval on PebblePad.
Notify student and supervisor once approval is received.
30 60 Writing Up Supervision Form Appointment of examiners
From 30 months (60 months for PT) the student and supervisor should begin to use the Writing Up Supervision Form on PebblePad rather than the standard Supervision Form. This will help the student to plan for submission by the end of the standard registration period. Note: Students are free to start using the Writing Up Supervision Form from an earlier point in their programme if they start writing up their thesis prior to 30 months FT/60 months PT. For the appointment of examiners, supervisors to:
Complete the RS Appointment of Examiners form and forward to the ScHARR PGR Administrator ([email protected]).
ScHARR PGR Administrator to:
Send the RS Appointment of Examiners form to the ScHARR Quality and Progression Office for departmental approval.
Send the RS Appointment of Examiners form to RS for Faculty approval. RS will send the letters of appointment and examination guidelines directly to the examiners.
36 72 Standard submission period
Student to:
Submit the final version of their thesis to the FINAL submission slot on Turnitin.
Submit two hardcopy bound versions and one CD version of their final thesis to RS at New Spring House.
Complete their final DDP record in the Evidencing the DDP workbook on Pebblepad (refer to the Student PebblePad guide in the ScHARR PGR Handbook).
Supervisors to:
Approve the student’s final DDP record in the Evidencing the DDP workbook on Pebblepad (refer to the Supervisor PebblePad Guide in the ScHARR PGR Handbook).
Supervisors and internal examiner/coordinator:
Finalise arrangements for the viva. ScHARR PGR Administrator to:
Advise the internal examiner/coordinator to check the Turnitin similarity report once RS has sent notification of receipt of the thesis. Notify RS once the similarity report has been checked by the internal examiner/coordinator. RS will then dispatch the thesis to the examiners.
48 96 Final deadline for submission of thesis
This is the final deadline for PhD submission. Submissions after this date will not be accepted.
